Position Description and Tasks

Name of Position: Treasurer
Term of appointment: The Treasurer is elected for a term of three (3) years. The treasurer can be re-elected for another (3) year term. 

Tasks of the Position

  • Keep accounts in an excel dashboard that clearly categorises and tracks all Division income and expenses
  • Reconcile D52 accounts with reports from APA finance
  • Receive reimbursement request from D52 members; Ensure reimbursements and bills are submitted to APA and paid
  • Disburse funds within the approved budget;
  • Prepare the annual budget in consultation with the President and the
    Board of Directors;
  • Regularly monitor long-term investments through the online portal (website);
  • Chair and regularly convene the Finance Committee.
  • Attend Division Board Meetings
  • Attend Division Executive Committee Meetings

Tasks

General

Chair the Finance Committee  

  • Work with the Finance Committee to formulate procedures and policy on Division budgeting and expenditures
  • Work with the Finance Committee to oversee short-term and long-term investments
  • Work with the Finance Committee to develop recommendations for Board review and approval

General

Expenditure Approvals Outside of Budgeted Amounts

  • If it is less than $100: Treasurer needs to approve
  • If it is between $100-$500: President and Treasurer need to approve
  • If it is over $500: Executive committee would need to approve

General

Budget Preparation

  • Prepare a budget that lists all income and expenses in the dashboard. The budget should include information on the prior year, current year, and projected year. The budget should be prepared in a way to facilitate presentation and updating. 
  • The preliminary budget for the upcoming year is prepared in consultation with the Finance Committee. It is reviewed by the Board of Directors at the annual meeting in August. 
  • Board Members should be requested to submit budget information. Boards/Positions that report directly to the Board should submit requests directly to the treasurer. Committees/positions reporting to each Vice President should submit requests to their respective Vice President. 
  • At the end of the year, the treasurer will ask the board to estimate the following year’s midwinter travel budget.
  • The year’s budget is approved by the Board of Directors at its Midwinter meeting.

General

Budget

The Division Treasurer shall present to the Division Board of Directors a proposed annual budget for the following year that will provide general operating guidelines. This budget will be confirmed by the incoming Treasurer and ratified at the Midwinter Meeting.

General

Coordinate with the APA Finance Department 

  • Manage all Division-wide financial transactions, including reimbursement requests from members and officers; award funds. 
  • Pay and reimburse operating expenses. Receive via email invoices, receipts, and forms (or send payee forms), complete forms, obtain President’s approval if needed, and email to APA for payment. Enter into the Dashboard. 
  • Sign and deposit checks by mailing them to APA accounting with the proper form (checks are rarely received); enter income into Dashboard. 
  • Pay annual APA fees for services provided to the Division. 
  • When notified via email by the APA accounting office, log in to APA accounting website to retrieve budget and membership dues reports. 
  • Obtain PayPal reports from the APA accounting office.  

General

Coordinate Division Payments with Outside Vendors 

  • Web URL  (cloudaccess.net – currently paid by webmaster and reimbursed)
  • Web host (cloudaccess.net – currently paid by webmaster and reimbursed. 
  • ZOOM account (zoom.com – currently paid by webmaster and reimbursed)
  • Contracts
  1. All contracts and other financial documents, other than checks, necessary to undertake programs approved by the Board of Directors in accordance with these Bylaws shall be executed jointly by the President and the Treasurer.

General

Initiate Processing of Checks Awarded at Convention 

  • Coordinate with the Awards Committee Chair about individuals getting the awards and if any checks are to be presented at APA convention rather than mailed to recipients.
  • In June, request checks or direct deposits for all award winners who receive them.

Monthly

Budget Monitoring 

  • Budget reconciliation: Track actuals for each budget line on a monthly basis, based on APA reports “(as often as APA reports are available)”
  • Reconcile monthly expenditures from APA budget reports with the Dashboard (at a minimum before Board meetings). Check that expenses and revenue are properly categorised in APA accounting reports “(as often as APA reports are available.)”
  • Consult with the president and/or finance committee to review any proposed expense overrun; do not automatically reimburse

Timeline

January

February

March

Complete reimbursements for Mid-Winter Meeting

April

April

May

June

Prepare checks for Awardees (to be given at convention)

July

Prepare preliminary budget for review in August Board Meeting

August

September

October

Prepare preliminary budget for end of year Board Meeeting

November

December

Finance Documents

  1. Division 52 Investment Policy

Examples of Materials:

  1. APA budget reports (spreadsheets?)
  2. Checks to members, officers and award winners (APA sends them)
  3. Reimbursement forms for D52 expenses
  4. Assessment Form For Membership Dues