top strategies to become a great treasurer what every union treasurer ought to know! dean brown and...
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Top Strategies To Become A Great Treasurer
What every union treasurer ought to know!
Dean Brown and Rainy Kaplan
Secretary-Treasurer Support Group
Dean Brown Rainy Kaplan
Carla Burger Larry McBrideSteve Campbell Gary MielkeBarb Gilhaus Larry RoopJim Grimes Gina West
Getting the lay of the land
• Introductions• Ice Breaker• Agenda/Goals• Why are you here?• Question cards
Introductions
• Name• Local• How long have you been treasurer?• Have you held any other local or regional
position? • One fun fact about yourself.
Why are you the Treasurer?How many of you were asked to be the treasurer because it was an easy job?
“Just write a couple of checks…”“Attend a meeting a month.”“It’s your turn.”
What does a local treasurer do?
Answers questions about the budget and finances.
Sets the local’s fiduciary expectations.
Works with district to collect dues.
Pays the bills.Complies with IEA/NEA financial expectation.
Complies with IRS regulations.
Complies with state and federal laws. Reviews vouchers.
Keeps accurate bookkeeping records.
Provides monthly re
ports.
Develop and monitor annual budget.
Arrange for an annual audit of the books.
Transmits dues to IEA.
Work closely with membership chair on roster.
Maintain a calendar to ensure meeting all financial deadlines.
File proper paperwork with State Board of Elections.
Monitor the fees paid to bank.
Protect the local’s money.
Wow! This is too much!
Local Fiduciary
• Every elected officer in your local is a fiduciary. The governing body is also responsible for maintaining proper systems and procedures and being transparent to the membership.
• You are just the point person.
Fiduciary
• An individual in whom another has placed the utmost trust and confidence to manage and protect property or money.
• In most instances, you are responsible to do what “an ordinary person” would do with regards to finances/procedures.
Membership
Keeping accurate membership records is essential to everything you do.
However, in most large locals this is not your job. You must, however, work closely with the membership chair and/or president to ensure accuracy.
CalendarIt is important to build a calendar for yourself with the deadlines for bill payments and for filing reports.• Budget• Audit• IRS Reporting• Financial reports• Dues payments
Why have a budget?
• Financial Planning• Avert preventable financial disasters• Prevent arguments on how to spend money• Comply with IEA requirements• Reimbursement of mediation/arbitration costs• Member satisfaction
Budgeting• Have a budget committee.• Establish a timetable.• Have a method for identifying members’
needs. • Have a plan for emergency situations.• Have a procedure for adoption of
budget.• A review of local’s financial history
Building a budgetResources for creating a budget:• Financial Procedures for Locals and Regions• Video• IEA website• Spreadsheet template• Your UD/Local office• Other locals/regions
Budgeting
Look at last year’s budget to ensure that you have the money where you need it.
You MUST have $3 per member budgeted in a line item titled “Mediation, Fact-Finding and Arbitration”
Budget handouts
• Budget considerations – mechanics• Sample budget worksheets
Dues collection
• Make sure that your district is collecting and distributing the proper amount of dues.
• Check this regularly (especially if your membership changes)
Dues collection
• Number of pay periods• Total amount of dues (IEA, NEA, Local, FCPE,
IPACE)• Monitor regularly
Dues payment to IEANovember 1 10% of obligationDecember 1 20% of obligationJanuary 1 30% of obligationFebruary 1 40% of obligationMarch 1 50% of obligationApril 1 60% of obligationMay 1 70% of obligationJune 1 80% of obligationJuly 1 90% of obligationAugust 1 100% of obligation
Potential consequences
Late payment of dues can lead to• Penalties (2% per month)• Delegates may not be seated at the RA• IEA scrutiny/audit
Sample IEA bill
End of year reconciliation
Controls
Transparency is critical!
Protect the TreasurerProtect the Officers
Protect the LocalProtect IEA/NEA
Controls
• Deposits• Bank statements• Bank reconciliation• Vouchers• Governing Board approval• Double check everything
Other controls
• Bank choice• Monitor fees• Checkbook safety• Authorize signers on account annually
Accounting System
• Every dollar that goes in or out of your bank account must be recorded
• Permanent record• Future audits by IRS, etc.
• Internal questions• Financial reporting
• What system do you use: “It depends”
Handouts
• Bank Reconciliation• Sample Bank Reconciliation• Sample voucher
Small group discussion
• What type of system does your local use?• Why?
Financial reports
• Governing body/general membership• Monitors spending• Explains spending to members• Assists in making decisions• Comparison to previous years’ expenses• Strengthens the audit
Financial report
• Cash on hand• Categorization of income and expenses• Actual vs. budgeted spending• Prior year activity• Include all accounts (IPACE, scholarship, etc)
Financial handouts
• Sample Monthly report• Sample year end report
Small group discussion
• Have you heard any horror stories of fraud or theft in an organization?
Fraud
Fraud
• You need to be proactive and have controls in place, even if you are 100% positive that none your current officers are doing anything wrong.
But…what about the next officers?Or the group after that?
Fraud
• If you suspect something is awry…don’t assume the worst. Don’t ignore the signs either.
• Talk to your UD immediately.
Signs of Fraud
• No oversight by governing body• Little/no access to financial records• Excessive dealing with cash• Poor/little documentation• Local behind in IEA dues• Short money• Excessive use of gift cards
The “do’s”• Do have a 2 signature requirement on all
checks• Do insist on a monthly financial report• Do insist on a voucher/invoice for all checks• Do insist on guidelines for travel expenses• Do talk regularly with Region treasurer • Do have an annual audit• Have bank statement mailed to another
officer
The “don’ts”
• Don’t write any check to cash• Don’t deduct cash from deposits• Don’t accept excuses• Don’t have a local credit card• Don’t pre-sign checks
Benefits of an Audit1.Help ensure compliance with basic
bookkeeping and filing requirements
2.Help ensure compliance with internal requirements
3.Fraud deterrence/detection4.Credibility with members5. Identification of control deficiencies
Audit
• Internal Committee• Outside CPA
**Remember an audit is not the only control you need!
Audit handouts
• Sample Financial Audit
Small group discussion
• Which type of audit is right for your local?
RA delegatesHave a written policy on documentation and reimbursement • Overall expectations
• What is covered/not
• Repayment of unspent funds
• Consequences
• Documentation requirements
• Donations to FCPE (NO!)
Region vs. Local funding
Policy needs
• Have a policy for travel ahead of time• Must follow IRS guidelines • Alcohol• Tipping• Types of expenses• Maximum meal expenses
IRS filing• All IEA locals must file ONE of these
forms every year, based on the size of their “average annual gross receipts”
• “Gross receipts”= All $$ collected, EXCEPT for IEA-NEA dues– Over $200,000= Form 990– $50,000 to $200,000= Form 990-EZ– Under $50,000= Form 990-N (“E-
Postcard”)
IRS
• All but about 30 IEA locals file the E-Postcard• All except about 2 of these have authorized
the IEA to file the E-Postcard for them• The other 30 file the 990 or the 990-EZ• We strongly recommend that if you file the
990 or the 990-EZ, you hire a CPA to do it for you
IRS
Must report payments to INDIVIDUALS to the IRS, IF:
Over $600 in total for a calendar year For Services: Not for products, supplies
or expense reimbursements
Gift cards
• Gift cards are taxable income. • Keep track of who receives them (name, date,
amount, purpose)
Paying officers
• If you give a stipend or pay dues for officers, negotiations team or others…you may need to fill out a 1099
IRS Audit
• Random audits• Disgruntled members• Fraud
IRS Audit
• Call IEA and seek help• You will need lots of documents, but IEA can
help.
IPACE/FCPE
• IPACE is our state political action fund• FCPE is the Fund for Children and Public
Education – the national political action fund
Very specific rules apply to both these types of funds. Make sure you know how to collect and how to use them.
IPACE
• IPACE is funded by member contributions• Local Rebate• Your obligations when requesting IPACE funds:– Know the rules regarding use of the funds– Keep them in a separate non-interest bearing bank
account– Understand and comply with State disclosure
requirements
IPACE discussion
• What does your local use the IPACE funds for?
IPACE handouts
• Sample IPACE rebate letter• About IPACE
State political reports
• DO YOU HAVE TO FILE?• One-time threshold: $5,000 spent
in any 12-month period• If you exceed the threshold, you
must register as a PAC immediately and then file quarterly reports forever
FCPE
There are ways to maximize your local’s contributions to the FCPE for your delegates.
There are forms you can get to increase FCPE contributions within your local.
FCPE to count for delegates
Create an Excel spreadsheet• All members’ names that contributed with ID
number• All delegates’ names to be credited with the
contribution (with ID numbers)• Date of the pay period
FCPE for delegates
• Mail the spreadsheet electronically to:[email protected]
• Snail mail the spreadsheet and check to: NEA FCPEPO Box 64702Baltimore, MD 21264-4702c/o Joe Takacs
FCPE template
Amount Member Name Member ID number
$10.00 John Smith 234567891
$100.00 Jane Smith 345678912
Amount Member Name Member ID number
$110.00 Joe Smith 123456789
Westmont TATransmittal of FCPE$110.00 taken from the June 19, 2015 pay cycle
Please credit it to the following delegate
Scholarships/Charities
• Separate accounts• When does this apply• State registration/reporting requirements• “Gaming” regulations• Deductibility of contributions
Handout
• Financial Procedures FAQ’s
In closing…
• Do what is right, not just what is expedient.• Be transparent and accessible• Make clear rules and policies and demand that
they are followed.
Resources
• Secretary-Treasurer Support Group• Region• IEA website– Publications– Videos– FAQs– Tips for new Treasurers– NEA information
IEA website
http://www.ieanea.org/resources/financial-procedures/
Questions?
Feel free to contact either of us:Dean Brown: [email protected]
Rainy Kaplan: [email protected]