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Roundtable Treasurers and
Presidents
Monthly Call
December 2014
CSCMP Accounting Staff
Paul BlairAssociate Director,
Finance & Administration
[email protected]+1 630.645.3471
Shital PatelStaff
Accountant
+1 630.645.3481
Jill CarrilloStaff
Accountant
+1 630.645.3491
Finance Process Team
Jonathan Smith
Upstate South Carolina
Roundtable
+1 864.214.6544
Michelle QuachSt. Louis
Roundtable
+1 314.709.6116
Cliff Lynch
Mid South Regional
(Memphis) Roundtable
[email protected]+1 901.619.2182
Anne Madara
New England Roundtable
+1 508.877.4398
Your Input Wanted!!
• Please share one success and one challenge from your role as a Treasurer
• How can the RTSC better help you and your RT?
• What topics would you like to discuss on the Treasurer calls?
Treasurer Calls
Planned for second Monday of the month
2014 2015 28-Jul 12-Jan 18-Aug 9-Feb 8-Sep 9-Mar 13-Oct 13-Apr 10-Nov 11-May 8-Dec 15-Jun
Banking Policy:40 of 45 USA Active RT's In Alignment
With Wells Fargo (18)• Arizona• Atlanta• Baltimore• Central Florida• CSCMP• Dallas/Fort Worth• Indianapolis• Jacksonville• Kansas City Heartland• Milwaukee• National Capital Area• Northern Nevada• Peoria• Philadelphia• Pittsburgh• Puget Sound• South Florida• Upstate South Carolina
Converting to WF (3)• Middle TN (Nashville)• New York City• Raleigh
To Be Resolved (5)• Charlotte (solo
WF)• Cleveland• Lehigh Valley
(solo WF)• Utah-Idaho
Region• Western New
York
Provided Acct Login (16)• Chicago• Cincinnati• Columbus• Eastern Michigan• Houston• Mid-South Regional
(Memphis)• New England• New Jersey (Shital to confirm)• New York Capital District• Northeast Wisconsin (Shital to confirm)• San Diego/Baja• Southern California• South Central Pennsylvania• St. Louis• Twin Cities• Western Michigan
Plan To Provide Acct Login (3)• Central Virginia• Ozark• San Francisco
For questions or to get started, contact Shital Patel at +1 630.645.3481 or [email protected] and copy Denise Rivers at [email protected].
Down from
16
From Your Finance Process Team:
Roundtable Treasurers and
Presidents
Appendix: Best Practices
Annual Audit Completion:Audit letters needed from 3 USA RT's
• Jacksonville• Utah-Idaho Region• Western New York
Banking Policy Alignment
We are making steady progress with having all roundtables align on the banking policy.
Of 45 Active RT’s in USA:• 21 With Wells Fargo or in process of converting• 19 Have already or plan to provide acct access• 5 To Be Resolved
For questions or getting started, contact Shital Patel at +1 630.645.3481 or [email protected] and copy Denise Rivers at [email protected].
Refer to the Quick Banking Guide on the Roundtable Officer Resources webpage on cscmp.org
Wells Fargo Umbrella
If a RT uses Wells Fargo but not under the CSCMP umbrella, contact Shital Patel ([email protected]) to provide account visibility to Paul Blair.
Activity Report
Assist Secretary with submitting complete event registration list (with walk-ins) to RTSC within 3 business days of event.
Send to Denise Rivers, [email protected]
It is the Secretary's responsibility to complete an Activity Report for each event (which is on the Roundtable Officer Resources page) and the VP of Membership's responsibility to submit each event's full list of attendees (including walk-ins). However, the Treasurer often plays a supporting role to the Secretary and VP of Membership in completing these tasks.
Quarterly Financial Report
• No longer required for US RT’s since bank acct. visibility provided to RTSC.
• Still needed from non-US roundtables.
• RT president submits the report online by the 15th of the month following the end of each quarter.
• Report should reflect the cash balance, not necessarily the bank account balance.
https://cscmp.org/roundtable/roundtable-quarterly-report
Annual Audit
• Formal annual audit due July 31 of every yearo Submitted by incoming RT
presidento Email to Denise Rivers:
• Informal audits encouragedo Prepared by a
disinterested person.Audit Template
https://cscmp.org/roundtable/roundtable-officer-resources
Sample Audit Letter
Responsibilities
1. Prepare a budget by event and for the roundtable program year.
2. Receipt all cash transactions and maintain a copy for roundtable records.
3. Pay bills and deposit roundtable funds promptly.
4. Keep accurate records.
Prepare a Budget
1. Use templates under RT Officer Resources.2. Acts as a guide for planning the RT’s activities.3. It shows the roundtable’s planned income and
disbursements.4. Developed once RT’s goals have been set so
programming needed to accomplish the goals is incorporated into the budget.
5. Helps make sure the RT’s activities stay within its means.
6. Puts periodic RT financial reports into perspective.
Achieving Good Financial Governance
1. Accurate reporting capabilities– Weekly/monthly reconciliation of the bank account– Tracking and visibility to the book/cash balance
2. Internal controls– Informal audit of transactions– Ensure there are two board members on the bank
account at all times, with Paul Blair having read-access– Maximum withdrawal amounts (can set via the online
banking website)– Notifications of transaction amounts greater than $500
CC Readers for Onsite Payment
• Device operated by an APP that is downloaded to a smart phone
• No cost to RT other than regular 3% credit card transaction fee
• Instructions included & training to be provided• Device not aligned with DRUPAL at this time but
we have a process to manage alongside DRUPAL
If interested contact Denise Rivers, [email protected]
Requesting Event Funds
Two Online Forms under Roundtable Officer Resources
1. Roundtable Electronic Transfer Setup Request• One-time form to provide banking information for
setting up an Electronic Funds Transfer (EFT) process• RT’s on Wells Fargo do not need to complete this form
2. Event Funds Transfer Request• Complete after each event• Funds sent by check if no EFT process established
