© 2012 Regents of the University of Minnesota. All rights reserved. The Treasurer Training 4-H CLUB OFFICERS AND ADULT LEADERS Updated 11/12/14 Created

© 2012 Regents of the University of Minnesota. All rights reserved.

The Treasurer Training4-H CLUB OFFICERS AND ADULT LEADERS

Updated 11/12/14

Created by Deb Hadley, Extension Educator with support from 4-H Program Coordinators Carolyn Dingfelder, Alisa

Mangen, Kelly Chadwick, and Kristin Krell


What does the Treasurer’s Book Look Like?



1-2 inch 3 Ring Binder Tabs: 15-17 Total

– October – September– Chartering Documents– Club Treasurer Manual & Activity Workbook– Fundraising– Bank Statements/Reconciliation Forms (optional)– Previous year Treasurer Book (optional) – Good to have as a reference and for reconciling

the checking account.

Clear Sheet Protector to hold receipts/cash Triplicate Receipt Book Optional: clear tub large enough to carry all supplies Office Supplies

– Stapler, post-it notes, paper clips, 3 hole punch, calculator, pens/pencils

Treasurer SuppliesBottom of Page 2 Show Treasurer Book


Instructor needs to hand out Worksheet Packet


Date Amount Check # Cash Receipt #

$0.00

Itemized Income Form Date of Deposit:You must use one of these forms for every deposit made. Your deposit ticket and this form must match.

Received From Description/Event

Attach all cash receiptsAttach deposit receipt from bankEnter Deposit in Monthly Checkbook Ledger (The total on this form must match deposit receipt)

File this form behind the Monthly Checkbook Ledger (The month in which you made the deposit)

Total Deposit

Please check off each completed task

Date

$0.00

Total Outstanding Deposits Total A

-$

Check #

Total B

$ -

Amount

Monthly Bank Statement Reconciliation Form This form should be used each month to compare your bank statement ending balance and your

checkbook register to make sure they are balanced or equal each month. NOTE: Attach the bank statement to this form and file in treasurer book.

Outstanding Deposits Steps to Reconcile/Balance AccountRecord all deposits that are recorded in your

checkbook ledger but are not on this bank statement.

1) Ending balance from your checkbook ledger

Date of Bank Statement:

2) Subtract total outstanding deposits (A) −

3) Add total outstanding checks (B) ₊

4) Subract bank fees

6) Adjusted balance (should equal bank statement ending balance). ₌

5) Add interest earned ₊

Record all checks that are recorded in your checkbook ledger but are not on the bankstatement and have not previously cleared the bank.

$ -

Outstanding Checks

Updated 11/6/13

* Bank fees & interest earned will show up on your bank statement and should be recorded in your checkbook ledger AFTER you balance (reconcile) your account.

Total Outstanding Checks -$

Written To: Amount

-

The Treasurer Book Consists of 4 Forms that need to be completed each month.

Excel Checkbook Ledger Itemized Income Form Monthly Reconciliation Form Monthly Treasurer Report

Top of page 3


Activity Book Page 3


Adult Advisor – Who is this?– If your parent you will need a verifier check your work every month, including the

bank statement. The verifier must sign checks over $250.– Always make sure you protect yourself by having someone else review your

work.

Signature Card at Bank – Are you on it? – If not, you will need to go sign at the bank. You may need the minutes from the

meeting showing you are the new treasurer.

Look at the Annual Review – Make sure you have the right starting balance and the bookkeeping was done

correctly by the previous treasurer.

Budget Planning Meeting– Make sure this has taken place and you have a budget to work with.


Important First Steps


Rules Pertaining to the Signature Card & Checking Acct.

Page 4

• Youth Treasurer must be on the signature card• Youth Treasurer Must be in 6th Grade or older.

• Additional youth signer• Recommended in case youth treasurer is not available. Must be in 6 th grade or older.

• Adult Advisor• Can be parent or living in same household as the youth. If this is the case all checks over $250 must be

signed by the Adult Verifier.

• Adult Verifier• Cannot be related to the youth treasurer or adult signer. Must also be on the signature card to sign all

checks over $250. The verifier MUST review all bank statements and work of the youth treasurer and sign the excel checkbook ledger document for accountability.


CLUB NAME 4-H Fiscal Year

COUNTY EIN To

be completed by Offi ce

CHECKING SAVINGS(A)Beginning Balance (10/1 previous year)

-$

(B)Total Income (Total of all money received 10/1 of previous year - 9/30 of current year)

$ -

(C)Total Expenses (Total of all payments made 10/1 of previous year - 9/30 of current year)

-$

(D)Ending Balance (9/30 of current year) A+B-C=D

-$ -$ $ -

Account Held at: (Include Bank Name & Address)

If yes, please list source: I certify that the above information and expense report summary are correct to the best of my knowledge.

Youth - list grade

completed. Adults - put YES if you are in the same

household or NO if you are not related to the youth as

stated.

Indicate if this person

is on Checking (x)

Indicate if this person is on Savings (x)

Youth Treasurer:

Additional Youth Signer: (optional)Adult Advisor:

Adult Verifier:

Who will have possession of Check Book for the new 4-H year? (Must be one of the signers above - please print name). First/Last Name: Title

Who will have possession of Savings Book for the new 4-H year? (Must be one of the signers above - please print name). First/Last Name: Title

Updated 9/27/2013

Reporting Year Youth Treasurer's Signature & Date

MN 4-H Annual Club Financial Report Form BThe top half of this form is a summary of the club's finances for the end of the 4-H fiscal year (Oct. 1 -Sept. 30) and

must be completed before the new treasurer and financial team assumes their role for the new year.

Oct. 1 - Sept. 30

Oct. 1 - Sept. 30

Does your club have any other financial holdings other than checking or savings?

Reporting Year Youth Treasurer (Please Print Name) Reporting Year Adult Advisor (Please Print Name)

Reporting Year Adult Advisor Signature & Date

This section below must be completed for the new 4-H Year:

Signature Card: Must have 1 Youth & 2 Adults listed NEW: It is best practice to have the Youth Treasurer and Adult Advisor Treasurer be from separate

households. However, we realize this may not be possible. In this situation, refer to the following options: If this is the case, a non- related Adult Verifier must review the books at least once a month and sign off for

accountability. This Adult Verifier must sign checks over $250.00 if the Adult Advisor Treasurer is the treasurer's parent or living in the same household.

The Adult Verifier cannot be related to the youth treasurer or youth signer on the signature card. Related refers to mother, father, guardian, son, daughter, brother, sister, spouse, or living in the same

household.

+ =

Form C

Total Checking & Savings (F) ↓

(A) Beginning Income Total of Checking and

Savings found on Form C Box (F) -$

LIST INCOME SOURCE: ESTIMATED INCOME

1.

2.

3.

4.

5.

6.(B)Proposed Income -$

EXPENSE: Record all anticipated expenses for the upcoming year. Include yearlyclub meeting fees, outings, projects, scholarships, service learning opportunities, etc.LIST EXPENSE SOURCES: ESTIMATED EXPENSES

1.

2.

3.

4.

5.

6.(C)Proposed Expenses -$ (D)New Proposed Ending Balance -$

by:

Club Proposed Budget(Year)

(Date of Meeting)

New Youth Secretary Signature & Date

© 2012 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to the Extension Store at 800-876-8636. Printed on recycled and recyclable paper with at least 10 percent postconsumer waste material.

Beginning Balance (A) + Proposed Income (B) - Proposed Expense (C) = New Proposed Ending Balance (D)

Club Budget Presented and approved at Club Meeting on

A tentative club budget should be set by the officers and leaders at the beginning of the 4-H year for the upcoming fiscal year (October 1st of the current year - September 30th of the upcoming year). The tentative club budget should be presented at the first possible club meeting (October or November), discussed, and approved. Document the budget approval in the secretary'sminutes, save a copy of the budget form and put in the treasurer's book.

NOTE: Do not forget to approve the budget at the October or November Club Meeting, and sign and date the bott om of this form!!!

INCOME: Record all anticipated income for the upcoming year. Include fundraisers, member dues, donations, and estimated income.

Form C

4-H Club Treasurer’s Book Annual Review Treasurer Book Form H

Club Name: ______________________________________ Year: ____________ County: _________________________________ Date of Review: ___________ Printed Names of Review Team or Reviewer: __________________________________

1. All 4-H Clubs MUST have their treasurer’s books reviewed at the end of each club year when a new treasurer takes office. A review prevents misunderstandings, and protects the outgoing and incoming treasurers of the 4-H club. The review MUST be done by an adult or a team of youth and adults. Anyone reviewing the books cannot be on the signature card for the year in review or related to anyone on the signature card. Related refers to mother/step-mother, father/step-father, guardian, son, daughter, brother, sister, spouse, aunt, uncle, cousin, grandma, grandpa, or living in the same household. NOTE: The reviewer can be on the new signature card for the upcoming year.

2. In order to perform a review the following records and information will be needed from October 1 st of the

previous year to September 30th of the current year.

The completed treasurer’s book with the following information: o Treasurers Book /Activity Packet o Electronic Checkbook Ledger for 12 months October – September. o Paper Checkbook Ledger with the following information:

Invoices or receipts for all checks paid A copy of all deposit receipts Itemized Income Reports for each deposit made

o Bank Statements – Savings and Checking o Treasurer Reports o Copy of the Proposed Budget o Record of Club Dues/or Educational Fees o Fundraising forms for counting money if applicable o Cancelled or voided checks o Completed MN 4-H Annual Club Financial Report

3. The following procedures should be used to review all twelve months of the 4-H fiscal year (October 1-

September 30), in the 4-H Treasurer’s Book. Each month:

Review all expenses o Ensure that all checks are recorded in numerical order and accounted for in the checkbook

ledger and the bank statement. o Confirm that any missing checks have been voided and recorded. o Confirm invoices and receipts for items purchased are appropriate. (Example: Sue Smith is

in charge of the club banner. She turned in receipts from Walmart, Cub Food and Sam’s Club in the amount of $85.15. The treasurer should have verified all items on the receipts

Form D

were for the banner and not for personal use. The reviewer should also validate that the items on each receipt were for appropriate purchases.)

o If documentation of invoices or receipts are missing for any purchases ask the treasurer about the purchase or request secretary minutes verifying the expense approval.

o Verify any unusual transactions out of the account. o Make sure all receipts equal the total amount of the checks written. o Total all checks and make sure the amount equals the yellow box on the bottom left hand side

of the page labeled “Current Monthly Expenses”.

Review all deposit slips: o Confirm that all deposited amounts on bank statements are recorded correctly in the checking

or savings account books. o Confirm that all itemized income reports match the deposit. o Make sure all deposits equal the blue box in the lower left hand corner labeled “Current

Month Income Received.” o If additional forms are included in the treasurer’s book (fundraising, member dues, etc.)

confirm that the date and amount on the form matches the deposited amount and all required signatures on forms have been obtained.

o Verify any unusual transactions into the account. (Example: if money is transferred from savings into checking confirm that the transfer amounts match.)

Review transfer of funds between checking and savings o Review for any unusual transactions such as transfers into or out of the account. o Review that all deposits and transfers on the bank statements match the deposits and transfers

into and out of checking/savings accounts. Ensure that the year-end bank statements match the account balances on the Annual 4-H Club Budget

and Financial Report Form

These audit/review procedures were performed by _________________________________ on ___________ Reviewer Signature Date Reviewer Findings: Please list additional information or documentation that you feel is missing in order to make this audit complete. Please list areas in which the youth needs to improve their record keeping:

Please explain areas in which you felt the youth did a nice job with their record keeping duties.

Revised 8/26/2014

Form B – MN 4-H Annual Club Financial Report

Form C – Club Proposed Budget

Form D – Annual Review (2 pages)

End of Year FormsChartering Documents



You are the new treasurer for the Lucky Clovers 4-H club. You just received the checkbook from the previous treasurer, organized your new treasurer book and downloaded all of the treasurer documents that you found on the 4-H website.

Step 1: Form B Review the MN Annual 4-H Club Financial Report Form

from the previous treasurer

Here we go!Page 7


READING THE MN 4-H ANNUAL CLUB FINANCIAL REPORTActivity #1 and 2

Answer the follow questions using the MN 4-H Annual Club Financial Report and the September excel checkbook ledger 1. What is the ending checking

account balance in the MN 4-H Annual Club Financial Report?

2. What is the ending savings account balance on the MN 4-H Annual Club Financial Report?

3. Does the ending balance in the checkbook ledger on the right match the Ending Checking Balance on the MN Annual Club Financial Report?

4. What will be the beginning checkbook balance on October 1, 2104 when you start your term?

5. Take Worksheet #1, excel checkbook ledger and write your new starting balance for 10/1 in the blue box at the top of the form.

Page 7


Answers1. What is the ending checking account

balance in the MN 4-H Annual Club Financial Report? $650.66

2. What is the ending savings account balance? $557.23

3. Does the ending balance in the checkbook ledger match the ending Checking Balance on the MN 4-H Annual Club Financial Report? Yes

4. What will be the beginning checkbook balance on October 1, 2014 when you start your term? $650.66

5. Take Worksheet #1, excel checkbook ledger and write your new starting balance for 10/1 in the blue box at the top of the form.


Activity #3Approving the Club Proposed Budget

1. What is the total proposed income?2. List one proposed expense.3. What is the beginning balance?4. Does the beginning balance match Box F on Form B?

Page 8


1.What is the total proposed income? $770

2. List one proposed expense:-All meeting expenses, club outings, service learning….

3. What is the beginning balance? $1207.89

4. Does the beginning balance match Box F on Form B? Yes

Answers


HANDLING INCOME

The following club meeting scenario will be used in the next 3 experiences:

You are at your club meeting on October 7th. During the meeting the club decides to go bowling as a club activity. The cost will be $12 per person for bowling and pizza. It is moved and seconded that your club will pay half of the cost ($6.00 per

person) for members and their family who want to participate. The bowling alley requires one check for the full amount be paid the day of the

bowling event. Each member who wants to participate will need to pay $6.00 to the club

before the event.

Activity #4 Bottom of Page 8


Experience 1: Handling Income Received by Check Mary Farmer wants to pay for her 3 children (Danny, Joe and Ann) and herself to go bowling on November 25th. She writes a check payable to the Lucky Clovers 4-H Club for $24.00.

1. You would simply put the check in the clear sheet protector and enter check on Itemized Income Form when you get home.

Mary Farmer 3294 12345 Rolling Meadows Date: _10/7/20_____ Rolling Rock, QE XXXXX

Pay to the

Order Of _Lucky Clover 4-H Club______________________ $24.00___

Twen ty Four a n d 00/100-- - - - - - - - - - - - - - - - - - - - - - - - - - - - ___Dollars Country Star Bank Memo Bowl i n g Mon ey – Ma ry, Da n n y J oe, An n Signature Ma ry Fa rmer______ xxxxxxxxxxxxxxxxxxxxxxxx: 00000000000 3294

Top of page 9


Writing out a Receipt for Cash Page 9


Receipt 1200

Date Received: October 7, 20_____

Received from: Larry Fields ___________________________ $ 18.00

_________________________________________________________ Dollars

For: Bowling Money – Karl, Betsy, Larry Trea surer Si gn a tu re

Keep original receipt in book. Give yellow copy to customer. Attach pink to your records.

Answer

Where do the copies of the receipt go? (Look at the receipt above)

• Original Copy – Keep original in the receipt book

• Yellow Copy: Give to the customer

• Pink Copy: Attach to your records – excel checkbook ledger


RULES FOR PAYING EXPENSES

All expenses must be paid in the form of a check. Never use cash when paying a bill or making a purchase.

All expenses must either have prior budget approval or be approved by a motion at a club meeting before being paid. Approved annual budget and motions must be recorded in the secretary’s minutes.

Be sure there is enough money in the checking account to cover the checks that are written.

Always have a written bill, invoice, statement or receipt that creates a paper trail before writing the check.

Always do your bookwork in a timely manner!

Activity #5Top of page 10


Page 10

Procedures When Writing Checks


Page 10

Club Meeting Scenario


EXPERIENCE 1: WRITING A CHECKUse the receipt below to write out a check to Kenmore office Supply

Note•Make sure you review the receipt to make sure all purchased are for 4-H and not personal use.

•Write the purpose of the receipt on the receipt.

•Put receipt in your clear sheet protector or your money pouch until you run of the excel checkbook ledger at the end of the month. Then staple the receipt to this form.

•Do not pay expenses if you were not given a receipt.

Questions

1. Who will sign the check?

2. Write the purpose for the check on the receipt and the check number.

Bottom of page 10


1. Who will sign the check? The youth treasurer and adult advisor

2. Write the purpose and check number on the receipt. Purpose: Treasurer Supplies Check Number: 103

Answers


Page 12

Understanding the Excel Checkbook Leger

Notice the tabs at the bottom of the excel checkbook ledger. There are tabs for each month October – September along with Chartering Documents: MN 4-H Annual Club Financial Report and the Proposed Budget. Each month the ending balance will transfer as the starting balance for the next month and the chartering documents will fill in automatically.


RECORDING EXPENSES IN THE EXCEL CHECKBOOK LEDGER - YOU WILL NEED WORKSHEET #1

1. Record check 103 that you wrote to Kenmore Office Supply on the Excel Checkbook Ledger – Worksheet #1 What is the name of the column in which you wrote the check amount?

2. Subtract the amount of check 103 from the beginning balance on the Excel Checkbook Ledger. What is your new balance?

Activity #6Page 12

Worksheets #1 and #2


1. Record check 103 that you wroteto Kenmore Office Supply on the Excel Checkbook Ledger (Worksheet #1). What is the name of the column in which you wrote the check amount? Expenses – Amount of check

2. Subtract the amount of check 103 from the beginning balance on the Excel Checkbook Ledger. What is your new balance? $627.39

Answer


UNDERSTANDING THE ITEMIZED INCOME FORM

ReminderYou will need an itemized income form for every

deposit you make. It is the detailed report of where all of the money came from.

You need to file this form, along with the bank receipt behind the month tab in which the deposit was made.

Activity #7

1. Record the check received from Mary Farmer and the cash from Larry Fields on the itemized income form. (Look at worksheet 2 which has a copy of the check and cash receipt).

2. Total the document. What is the total?3. Read the steps in the bottom left hand corner of the

itemized income form.4. Print one copy for your record and one for the bank.

Receipt 1200

Date Received: October 7, 20_____

Received from: Larry Fields ___________________________ $ 18.00

_________________________________________________________ Dollars

For: Bowling Money – Karl, Betsy, Larry Trea su rer Si gn a tu re

Keep original receipt in book. Give yellow copy to customer. Attach pink to your records.

Page 13Worksheet #1 and #2

Instructor – If access you excel document and do

activity together.


Answer


PREPARING AND MAKING THE DEPOSIT

Guidelines for making a Deposit: Make sure you never mix 4-H money with personal money. Keep the money in the pending file (or clear sheet protector) in the treasurer’s book, or in a locked cabinet until

you make the deposit. Make the deposit within 1 week of receiving the money. Your deposit MUST match the Itemized Income Form.

Deposit Scenario: Today is October 14th, and you will be preparing the deposit for the check you received from Mary Farmer and the cash you received from Larry Fields from the club meeting. (Deposit means putting money into the club’s checking account). Although you are preparing the deposit on October 14th, you will not actually take the deposit to the bank until tomorrow, October 15th.

Activity #8 Bottom of page 13


Page 14Worksheet #1 and #2

Preparing the Deposit Ticket


Answer

You will have endorse the check by writing your club name first, and your name under it.

If your club has a stamp you can just stamp the back and not sign it.


1. Record the deposit in the excel checkbook ledger

2. Add the deposit to the previous ending balance.

3. What is your new balance?

Bottom of page 14Worksheet #1

Instructor – If access use excel checkbook ledger document and do this activity

together.

Experience 2: Recording the Deposit in the excel checkbook ledger


AnswerReminder!!

• At the end of the month you would run off this October Excel Checkbook Ledger and file behind the October tab.

• Attach all receipts for checks written out.

• File all Itemized Income Forms that match each deposit, with the deposit receipt attached, behind the excel checkbook ledger form.

Make sure that the verifier ALWAYS reviews your work each month and signs the form. This must always compare your work to the bank statement for accuracy.

If there is a mistake they verifier can catch it, and it will also protect you in case anyone accuses you of mishandling funds.


Page 15

Reconciling the Bank Statement

Activity #9


Page 15Worksheet #2

Note:If your bank statements don’t go from the 1st of the month to the last day of the month, ask your bank if they can change your cycle.

Note:If your bank statements end in the middle of the month you may want to have a “bank statement tab” in your treasurer book and file all bank statements and reconciliation reports behind this tab.

What is the beginning checking account balance?

What is the ending checking account balance?

How many deposits are recorded on this banks statement?

How many debits (checks written) are recorded on this bank statement?


Answers


Experience 2: Reconciling the Excel Checkbook Ledger Page 16worksheets #1 and #2


Answer

Worksheet #2September excel checkbook ledger from the previous treasurer –

Worksheet #1October excel checkbook ledger – your work.

X


NOTE: Outstanding Checks and Deposits: At the end of each month you will run off a copy of the excel checkbook ledger and file it in your treasurer book. Check #102 and a $42.00 deposit had not cleared the bank as of the last statement. When you receive your next bank statement you will have to go back to this form in the book and manually check off if you see that the deposit has been added and the check has been cashed. NOTE: Outstanding Checks: If you notice that an issued check has not been cashed for over a month, you will need to call the recipient of the check and let them know they should cash it as soon as possible so you can keep your records up to date. If they have misplaced a check you will need to void out the original check and rewrite them a new check.

NOTE!!!!Page 16


1. Date of Bank Statement: List the Date2. Outstanding Deposits: (Upper left hand corner)

• List any deposits that are in the excel checkbook ledger, but not on the bank statement.

• Total A – add all numbers together.• What is that total?

3. Outstanding Checks (bottom of screen)• List any checks that are in the checkbook ledger

but not on the bank statement• Total B – add all numbers together.• What is that total?

4. Steps to Reconcile/Bank Account (upper right hand corner)

• Record the ending balance from your paper checkbook ledger. What is that number?

• Record the number you have written in Total A• Record the number you have written in total B• Any bank fees?• Any interest earned?• Total – outstanding deposits + outstanding

checks – bank fees + interest = adjusted balance.

• What is that number? This number needs to equal the bank statement ending balance; does it equal?

5. File the bank statement and the reconciliation report behind the correct month or behind the corresponding tab.

Page 17 Worksheets #1 and #2

Instructor – If access do this activity together using the excel document


Answer


1. Are there any bank fees on the bank statement? ______________

2. Was there any interest earned on the bank statement? ___________________

3. Does the Adjusted Ending Balance match the ending balance on the bank statement? ________________

If they match you have done the work correctly. If they do not match you will have to check your work.

Questions about the Bank Statement

Bottom of page 17


Activity #10Filling in the Monthly Treasurer Report

Previous Meeting Date

(A)

$ From For

$ From For

$ From For

$ From For

$ From For

$ From For

-$

Expenses paid since last meeting (Including any transfers out of checking into savings)

$ To For

$ To For

$ To For

$ To For

$ To For

$ To For

-$

Starti ng Ba lance $0.00

Add money transferred

from checking into savings

Subtract money

transferred out of savings into checking

Ending Balance in Savings Account $0.00

$0.00 + $0.00 = $0.00

Money Received since last meeting (Including any transfers from savings into checking)

Updated 11/11/14

Total Funds

Checking Account Ba lance

Savings Account Ba lance

Closing Checking Account Balance: $0.00

Treasurer Report at Meetings

Treasurer's Report For:Date of Meeting

Previous Meeting Ending Checking Accout Balance

Previous Meeting Ending Savings Account Balance

← Total Money Received (B)

(A) Beginning Balance + (B) Total Money Received - ( C) Total Expenses Paid = Closing Balance

← Total Expenses Paid ( C)

Submitted By:Treasurer's Name

NOTE: It is best practice to deposit all income into your checking account & get approval at a club meeting to transfer a certain amount into savings. If you need money transferred from your savings account into your checking account, then the club should also approve that transaction.

Savings Account Summary

Club Meeting Scenario:You are about to attend the November 12th club meeting and you need to prepare the Monthly Treasurer Report.

1. List the meeting date:2. Previous Meeting: October 7, 20143. Previous Meeting ending checking account

balance4. Previous savings account balance (look on

worksheet #3)5. Money received since last meeting (itemized

income form #1)6. Expenses paid since last meeting (excel

checkbook ledger #1)7. Closing Balance: (A) Beginning Balance + (B)

Total Money Received – (C) Total Expenses Paid – Closing Balance

8. Sign the report

Page 19Worksheets #1 and #3

Instructor – If access use the excel document and do this activity together.


Reading the Treasurer Report

Page 20Read report together

on Screen

After you are done reading the treasurer report you will need to let the club know if there are any outstanding bills that need to be paid.

For Example:

“We have a bill from Ace Hardware for $43.24 for the Club Flower Box for county fair.”

Ask the President to ask for a motion and have approval for payment before paying the bill. Make sure the Secretary has the motion recorded in the minutes.

Note: If you don’t have monthly meetings you may want to file this report behind a “Treasurer Report Tab” instead of behind the monthly tab for easier access.


File and Sign the Excel Checkbook Ledger

Filing your Paper Work

Each Month: At the end of the month run a copy of the excel checkbook ledger.

Youth Treasurer – MUST review work and sign off on form.

Adult Advisor – MUST review work and bank statements and sign off on form.

Adult Verifier – MUST review work and bank statements verifying that all work is complete and balances match the bank statement!

By following the process laid out above you will protect yourself from anyone ever accusing you of taking any of the money, and will help find any mistakes that may be made.

Note: Companies lose money through embezzlement when only one person is keeping the record and reviewing the bank statements. Two sets of adult eyes can prevent anyone, even honest people, from taking money.

Page 20Worksheet #1


Filing your monthly Paperwork

Each Month you MUST file the following documents in your Treasurer Book!!!

1. Excel Checkbook Ledger – Signed• All receipts that match each check written.

2. Itemized Income Forms – For each deposit made• Make sure all deposit receipts are attached

3. Monthly Treasurer Report4. Monthly Reconciliation Form and Bank Statement

Not in book


Selecting Income Generation Activities A clear goal needs to be established for why the funds are being raised. The decision to fundraise and what type of fundraiser must be decided upon amongst the youth. The adults play an advisory role in the process. Decisions made must be recorded in the group’s secretary minutes and kept in the permanent record book. Decide who will lead the activity and be in charge of the fundraising event.

If your club chooses to run a fundraiser it is the responsibility of the youth treasurer and adult advisor to remind they club that forms need to be filled out and turned into the Extension Office before this can happen. These forms are located on the website with the treasurer book documents under fundraising.You are not responsible for filling this form out, but make sure the person in

charge does this.

Page 21

Fundraising Guidelines


4-H Income Generation Application

Directions: use this form for fundraisers – including solicited donations.

Do NOT use this for grants. If you are considering applying for a grant contact your 4-H PC/PD. To obtain permission to raise any funds in the name of 4-H, complete and return this form to 4-H PC/PD no less than 10 days prior to soliciting the funds.

Club/Group Name: Phone:

Address: ______________________________________________________________________

Person making request: Phone:

Date Request Made: ___________________________________________

Proposed use of the funds: ________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Date(s) of activity:

What is the proposed activity?

When is the proposed activity to take place?

Where is the proposed activity to be held?

What are the life skills the youth will learn or experience (ie: public relations, bookkeeping,

salesmanship, etc.)? __________

_______ ______________________________

If asking for donations, please attach a list of who you plan to contact for donations. Keep a copy for your group’s records. For Office Use Only: Approved:_____________________ Non-approved:

Date: Staff Signature:

The University of Minnesota is an equal opportunity educator and employer.

For Americans with Disabilities Act Accommodations, please call 1-800-444-4238. www.extension.umn.edu

Income Generation Application

Fill in 10 day prior to any fundraising event!!

The Fundraiser MUST be approved by the

Program Coordinator!

Page 22


4-H Income Generation Follow-up Report

Directions: Use this form for fundraisers – including solicited donations. As a follow-up on the funds solicited, complete and return this form to 4-H PC/PD 10 business days after the approved activity is held.

Club/Group Name: Phone: _________________

Address:

Date(s) activity took place:

What was the approved activity?

Income from approved activity $

Expenses from approved activity $ (please list general expenses)

Profits/loss from approved activity $

Other comments about the activity _______________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

If you asked for donations, please attach a list of who was asked and the amount/item received.

Keep a copy for your group’s records.

Income Generation Follow Up

Report

Must turn into the Extension 10 days following the

fundraising event!

Make sure you report the income at your next meeting!

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(Always use for fundraisers, regardless of other income transaction forms used.)

Directions: Complete this form for each fundraiser or after each shift of a fundraiser if multiple days

Date: Fundraising Event:

BEGINNING CASH:

$10s

$5s

$1s

Quarters

Dimes Verification Signature #1

Nickels

Pennies

Total: - Verification Signature #2

TOTAL DAILY GROSS INCOME:

Currency:$100s Coupons or Certificates: (Ag Star, Thrivent, 4-H Sponsored)

$50s (NOT included in Deposit)

$20s Sponsor: -$

$10s Sponsor: -$

$5s

$1s Sub Total -$

Dollar coins

Quarters

Dimes

Nickels

Pennies

Currency Sub Total -$

Checks Total: * Attach copy of bank deposit slip showing individual checks referenced on this form or list the checks on the back of this form. Also attach bank receipt.

TOTAL GROSS INCOME: -$ - Starting Cash needed for Next Day: Verification Signature #1 Date

Amount for Deposit: -$

** For County fundraisers, turn this form into the Extension Office Verification Signature #2 Date

This form will be filed with the income transaction forms

** For Club fundraisers, turn this form into the Club Treasurer.

(count money before starting)

(count money before starting)

Fundraising Income Transaction Form FundraisingIncome

TransactionForm

Use this form when counting money after a fundraising event!!

1. Make sure 2 people always count the money and sign off on form.

2. Make sure the person depositing the money has also counted it!

3. Make sure this income is reported on an Itemized Income Form and recorded on the Excel Checkbook Ledger.

4. File this form behind the month tab in which the money was deposited.

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Dues/Fees Silent Auctions Events Food Sales Gambling/Games of Chance – Not Allowed Product Sales Donations, Gifts, Grants, Monetary or

Non-Cash

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Income Generation Activities


QUESTIONS & REFLECTION

Good Luck! Have fun and do

your best!

Remember to fill in the evaluation!