Mid-South District Job Descriptions – Treasurer

Treasurer

Term: 2 years (Term is concurrent with that of the Secretary)
The Treasurer is a voting member of the Mid-South District Executive Board and has fiduciary responsibility for monies held, received and disbursed by the Mid-South District.

Members of the board accept the duties assigned in the Mid-South District bylaws, hold in trust the mission and vision of the district, and set and ensure adherence to the district’s policies. Attendance at board meetings and attentiveness to board communication (including electronic) are expected of all board members.

Each board member accepts the responsibility for keeping the board and the district apprised of the work of his/her area of responsibility, presenting reports to the board at each of its meetings, offering news for district publications when appropriate, and preparing a summary annual report for the Mid-South District Annual Assembly.

Board members understand they are a part of the leadership of the Mid-South District and attend and participate in events and conferences of the district whenever possible. They are particularly expected to attend the MSD Annual Assembly/Annual Meeting.

Board members agree to submit timely expense reports to the MSD bookkeeper and annual budget planning information to the MSD Treasurer/Finance Committee Chairperson.

In addition to the above, the Treasurer is charged as follows:
  • The actual handling and recording of revenue and disbursements is performed by the bookkeeper who is accountable to the Treasurer and the District Executive. The duties of the bookkeeper are defined by contractual agreement. A copy of Bookkeeper Duties is attached as addendum to this document. If, at any point, the bookkeeper should be unable to perform these duties, duties would revert back to the Treasurer.
  • The Treasurer stays in close communication with the bookkeeper and provides instructions as need, in particular for proper handling of occasional “non-routine” type transactions.
  • The bookkeeper periodically provides the Treasurer a back-up copy of the Mid-South District QuickBooks accounting data. The Treasurer reviews transactions for such things as proper budget lines charged and balances of assets and liabilities accounts and prepares financial reports for presentation to the Board.
  • The Treasurer retains responsibility for communication relating to congregation dues. This includes dues status reports to the Board, quarterly statements to congregations and personal contact with congregation if needed.
  • The Treasurer chairs the Finance Committee. The main responsibilities of the Committee are preparation of annual budget, recommendations for mid-year adjustments to budget, and oversight of actual versus budget. The Committee also monitors restricted funds, investments, and reserves and makes recommendations for sound decisions regarding maintenance of these funds.
  • The Treasurer presents proposed budget (annual and mid-year) to the Board at February Board meeting.
  • The Treasurer presents the Board-approved budget for the coming year to Mid-South District delegates at the annual business meeting.
  • The Treasurer maintains communication with MSD staff, Board members, Committee chairs and conference coordinators, providing any information needed about budget, expenditures, process and procedures.
(Addendum attached.)
REVISION DRAFT – prepared November, 2004 and February 2006
Bookkeeper Duties
General:

Software system:
Maintain financial records using QuickBooks and regular back-up of all data.
(current Version 2003, may be upgraded periodically)

Income:

Receive all District income, checks and cash, including but not limited to:

Congregational dues
Personal contributions, pledged and non-pledged
Grant payments
Investment earnings
Conference fees and any income produced at conference (i.e.; book sales)

Post deposit of receipts in QB crediting proper accounts
Make bank deposit – recommend at least once a week.
Maintain file of deposit records.

Expense:

Receive all District expense documents, including but not limited to:

Vendor/supplier invoices for operation of District Oxford office
Vendor/supplier invoices for District operations and/or conference expense
Quarterly statement from UUA for District Executive compensation
Expense reports for District Executive, including travel, conference, and Oxford office expense reimbursement.
Expense reimbursement vouchers from Board members, Committee Chairs,and Conference Coordinators
Expense requests from District Executive, Board members, Committee Chairs, or
Conference Coordinators for such things as deposits for meeting facilities, facilitator honoraria, cash advance for conference expense, registration fees.

Check invoices and expense requests for proper authorization, proper documentation (if applicable) and mathematical accuracy.

Prepare checks in QB, posting to proper account.

Attach check stub to supporting documentation and maintain file of all disbursements.

Mail checks.

Note: Some budget line items are paid by check, usually annually, without receipt of any written document (i.e. SEUMMA & LREDA grants). Bookkeeper should monitor these lines, and if not paid by May 1, initiate inquiry to Treasurer or District Executive regarding payment prior to end of fiscal year.

Payroll:

Receive time sheet submitted by District Executive for hours worked by Oxford office staff
Calculate gross wages, applicable tax deductions and net pay.
Prepare payroll check in QB (entering data in proper tax fields)
Mail check to District Executive

Quarterly tax reporting:
Run 941 reports for current quarter.
Run Year-to-Date Employee Earnings Report.
Prepare 941, reconciling with YTD payroll.

Prepare check for tax due (QB option “Pay Payroll Liability”)

Mail check and 941 Form to IRS.

Annual tax reporting:
Prepare employee W2s reconciling with payroll and quarterly 941.
Review honoraria disbursed during calendar year.
Prepare 1099 (Miscellaneous Income) forms, if applicable, according to IRS regulations.
Distribute W2s and 1099s to recipients by due date issued by IRS
Mail IRS copies with supporting W3 and/or 1096 forms by due date.

Review contributions received from individuals during calendar year. To applicable individuals, prepare standard “Over $250” letters acknowledging contribution for tax deduction purposes and mail not later than January 31.

Closing books – end-of-month:

Reconcile Bank accounts

From QB, run:

Budgeted Financial Statement

Transaction Detail Report

From spreadsheet (Excel or Lotus) – using data from QB reports:

Financial Statement, current month, year-to-date

Congregational Support report

Fans report (pledged & non-pledged)

Conference report

Distribute reports to Treasurer.

Other reports as needed:

Budget worksheets and projections for mid-year and new fiscal year budget

Committee reports – as requested by Committee chairperson

Proposed Revision 02/25/06

To review last year of each term

TREASURER

Related Pages: