AYSO Treasurer Training Jodie Thomas Area Auditor Cindy

AYSO Treasurer Training Jodie Thomas- Area Auditor Cindy Sisneros- Region 154 Treasurer

Treasurer Duties and Responsibilities • Protecting and safeguarding the assets of the Region (MONEY). • Know the money coming in and going out is correct. • Provide proper reports of the funds. Purpose of Training • To assist in better record keeping and documentation. • Mainly to protect the TREASURER in performing their duties.

The Treasurer – is one of the 7 required Regional Board positions as specified in the National Bylaws and Standard Regional Policies and Protocols. The Treasurer is responsible for acting within the scope of AYSO’s financial policies, procedures and guidelines to safeguard the Region’s monies and assets. Treasurers play a vital role in protecting AYSO’s non-profit status. The primary responsibilities of the Treasurer include: • • • Managing accounts receivable (revenue) and accounts payable (expenses). Providing timely financial reports to the Regional Board and the national Finance department. Coordinating the annual budget preparation. Overseeing player registration fee handling, payments. Abiding by good internal control procedures. Maintaining financial records for seven years. Coding deposits and expenses for accurate tax reporting. Submitting 1099 reports to Finance by January 10 each year. Maintain a reserve of at least $5 per player but not more that $12 per players to ensure financial stability of the Region. The Treasurer training requirements include: • • Treasurer Job Training AYSO’s Safe Haven CDC’s Concussion Awareness training NAP Online workshop Click here for the Treasurer Job Description.

Topic of Discussion Recap • Bank Reconciliations • Invoice Summary Report (Registration Reconciliation) • Treasurer Reports • Cash Verification Forms – Sample provided. • Reimbursement Forms – Sample provided. • Additional Monthly Meeting Items

Area’s Suggested Guidelines for Treasurers • Bank Reconciliations • • Needs to be completed shortly after month has ended (first week or 2) Need to have access to the bank balance RC needs to be reviewing the reconciliation each month Documentation and Accountability- Notes should be taken that will help solidify the paper trail This will help you in the research process if and when questioned. • Bank statements should show the FRONT and BACK of the cancelled checks. • Need to SAVE a copy of the bank statement and the bank reconciliation on NAP

Forms • Cash Verification Forms for Deposits Ø Signed by 2 board members (or two team reps for fundraising) Ø State the description of what the deposit is for Ø Deposit should be made same day or the next business day Ø Attach to NAP the cash verification form and deposit receipt (make sure it matches) as an attachment for that deposit • Reimbursement Request Form Ø Pre-approved by the Regional Commissioner or the Region’s Board (Minutes) Ø Original receipts attached Ø Clear purpose for the request Ø Signed by the Treasurer and the Regional Commissioner

Invoice Summary Report (Registration) • Registration for each season involves money automatically deposited into your bank account via Sports Connect ‘SC’ (previously Blue Sombrero) • Weekly Invoice Report available in Sports Connect which details and verifies the players and payment totals deposited v. Needs to be attached in NAP when you book your weekly deposit entry

Invoice Summary Report (Registration) Cont… • Important to re-classify each week’s SC Registration deposit in order to book correctly: ØNational Membership fees ØProcessing fees (Bank fees) Why so important? So your region can get a true number for registration dollars and correctly report membership fees and processing bank fees which have been taken out by SC. This helps with your budget as well.

Treasurer’s Reports The following NAP reports need to be presented to the board each month for approval stated in the board minutes: • P & L- Profit and Loss Statement w/ Dimension detail • Bank Transactions for each account • Bank Reconciliation Detail Report for each account • Bank Statement for each account

Additional Monthly Meeting Items • Must have in Board Minutes: ØApproval of any future expenses, including amounts, can be any range of dollar amounts using “not to exceed” ØApproval of any reimbursements END OF RECAP

Topics of Discussion • NAP Chart of Accounts • Budget Planning • Budget Tracking • Tournament Income and Expenses • Referee Refunds • Team Refunds • EXTRA Income and Expenses • Concessions Income and Expenses

NAP Chart of Accounts – Example Full List with descriptions - https: //www. aysovolunteers. org/finance-forms/

NAP Chart of Accounts – Cont.

Annual Fiscal Budget • Each year (around March-April) we need to start preparing our annual budget for the next fiscal year • Worksheet is provided to help with this task but NAP can really assist with this process to make things must easier to grasp as what you spent throughout the year • If you make dimensions, you will be able to see clearly where you can spend more or cut back

Setting up and Maintaining a Region Budget AYSO Annual Fiscal Budget • Sample handout provided shows what is submitted to Area for approval BEFORE it is inputted into NAP. • Link to blank budget form - https: //www. aysovolunteers. org/finance-forms/ • E-mail (budgets@ayso. org) the signed BUDGET to AYSO National by June 1. Maintaining a Region Fiscal Budget • How to input the numbers AFTER it has been approved by National.

Annual Fiscal Budget Worksheet

Annual Fiscal Budget Worksheet

Budget Detail on NAP

Budget Detail on NAP

Video – How to enter a budget into NAP Online - https: //www. youtube. com/watch? v=6 j. Zm. Hck 5 jmk

Sample Region Budget

Reasons to Maintain a Region Budget

Team Income/Fundraising • All fundraising projects must be approved in advance by the Regional Commissioner or designee. • A copy of AYSO National's Guidelines should be made available to all persons involved in fundraising. • Checks should be made out directly to the Region. • The deposit form must be signed by two representatives from the team before being submitted to the region treasurer, within 2 days of the team collecting the funds. • All funds raised by teams must be deposited into the Region account and must be placed in the Region's operating account segregated by separate NAP accounting codes from the standard primary program funds, preferably their own dimension within NAP. • All money earned using the AYSO brand, tax id, non-profit status, or any other AYSO information is the sole property of the Region and not the team.

How to Create Dimensions • NAP has a great feature to get your budget detail more exact to show you are earning and spending your region money. • You can create dimensions such as: • • • FALL 2019 SPRING 2020 SNACK BAR 2019 -2020 MEMORIAL TOURNEY 2020 INDIVIDUAL EXTRA TEAMS (i. e. GU 11 EXTRA) This allows you run reports of P & L to see how much you are making on each dimension.

Dimensions (Sub-accounts/Subcategories)

Dimension Inquiry on NAP

P & L Report based on Dimension

P & L Report based on Dimension

Team Expenses and Refunds • All funds raised by teams must be disbursed from the Region account. • All money earned using the AYSO brand, tax id, non-profit status, or any other AYSO information is the sole property of the Region and not the team. • Teams may request a check for payment of a tournament entry fee, a bill paid directly to a vendor for a team expense, or to reimburse the coach, team manager, team treasurer, or other designated team parent for funds spent on purchases for the team, prior RC approval required. • Invoices or receipts must be provided with the check request. • Checks should only be issued to the extent that funds are available in the team’s account.

Tournament Income & Expenses

Concessions Income & Expenses Two board member signatures required when accepting and verifying cash. Include the deposit slip and cash verification form when uploading receipts.

Link for Additional Resources https: //www. aysovolunteers. org/finance-forms/ • • • Tax Forms and Letters – W 9 for Sponsors 1099 Compliance Program – W 9 for Vendors General Finance Info and Forms National Accounting Program (NAP) – Budget Form, Chart of Accounts New Treasurers – Online Training, Treasurer Checklist User Guides NAP Online - The Official National Accounting Program of AYSO https: //naponline. ayso. org/wiki/doku. php? id=start • Youtube videos to assist treasurers with various NAP options. • Dimensions, editing/deleting transactions, reports, FAQ’s

QUESTIONS ? ? ? Please feel free to contact any of us: Jodie Thomas Cindy Sisneros jodiethomas 154@gmail. com cindysisnerosayso 154@gmail. com