treasurer training packet

8/6/2019 Treasurer Training Packet

1/19

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2/19

Oxford House, Inc.

Each House shall have its own duly-elected Treasurer. The Treasurer must be aresident of 'he particular neuse and shalf serve a term not to exceed six months. Aresident may not serle as Treasurer for two consecutive terms, but may be elected toTreasurer again six months after the completion of one term.

Treasurer's Duties: The Treasurer wii! have the overall responsibility for assuring the sound financialmanagement of the house. The Treasurer 'N iB become familiar with and touow thefinancial record keeping procedures established by the house and wiil Maintainaccurate and organized financiai records. The Treasurer will write checks for all house approved expenditures and will be oneof the duiy authorized officers designated to sign checks. As an authorized checksigner. the Treasurer wil! not have direct access to the house checkbook. The Treasurer will have a fuB and working knowledge of the Comptroller's position.The Treasurer will assist the Comptroller and may undertake all financial

transactions authorized by the house- The Treasurer will be responsible for making a weekly bank deposit of total money

received and will obtain a receipt of deposit from the bank.e The Treasurer must accurately maintain all transactions in the house checkbooktedger. The Treasurer will reconcile the monthly bank statement vlith the housecheckbook ledger and present to house in a weekly business meeting.e The Treasurer must complete a VVeekiy Financial Status Report pilar to the weexiybusiness meeting. including an accurate account of bills to be paid, and present it tothe house at the weekly business meeting. The President Treasurer and Cornptroller TOGETHER shall conduct a monthlyhouse account anc audit report. The audit reoort results must be posted for the

entire house to examine and a monthly :inancjal report submitted to the !oca!Chaoter on a monthly casis.e The Treasurer w iH prepare a monthly financiat status report for the President top r e s e n t a t t h e rr~onth-iyC h a p te r m e e t-in g ,


3/19

Treasurer Procedure

Financial Status Renort- - F iB out top portion o r sh e e t

tl ~AM E O F HOl'SE1 7 V ';EEK O r (note start & end date of week) \U:v1BER OF W EEKLY REPO RT

,~ Enter CA SH iN BANK START OF TH iS WEEK (ending balance frompre..ious '.eek) Enter any m oney received during the week. Enter any expenditures during the week (include date, paid to

& purpose, and check number). Ar end o f w eek , add TOTAL f-. lO NEY RECEiV ED to CASH START

and then subtract TO TAL MONEY PAID OUT.I!! Enter total as R;\LANCE IN CHECK i;-JG .'-# Enter any BILLS TO BE PAm in the next 30 days with due dates,

purpose, and total am ount due.

~ Business MeetingReport of financia l statuso G ive CA SH I!\ BAN K STA RT OF W EEKo G ive TOTAL ;\ 10NEY RECEIV ED G ive TO TAL !'oW NEY PA iD OU T. (Rea d verbally day chec k waswritten, to whom paid. check number, and the amounr.) Read verbally B!LLS TO BE Pt\lD B ills th at need to be paid shou ld be voted on during theComptroller's report.

C hecks shou ld be fi lle d out and signed before the end of therneermg.


4/19

WEEKI... Y OXFORD HOUSE FINANCiAL STATUS REPORT

\" . : - e . . ; G~-_____ - 2!:_ tI CASH IN BANKSTART OF THIS WEEK

CHl::;CKING ACCOUNTBALANCE + SAVING ACCOUNT I:;: I$BALANCE I It . iE ; DePOSiTS ;'.:.JDMONEY REC::IV::D .~.} 1HIS :'i'Ei: lING t A~/OU>ilj ' i OR SINCE L';ST DEPOS!T I ., ;JST BYSOURCEl I

i

IICASH.;. REC=;P j SIOTAl MONEY RECEIVED:

~.';DDTO AMOUNT AT TOP OF PAGETO SHO'vV-CASH + RECEIPTS") s

t; 2003 Oxford House w odd Services


5/19

CASH'" qEC:::I?TS;=~OM F~ONT

EXPENDITURE BY CHECK AND CASH S-.-.-.::. PA.IO 10 AND p' IRPOSE >:::i< ! ;..,::....\! r-I . . . . j

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I -~SUBTF?ACT TOTAL MONEY PAID OUT. IIBILLS TO BE PAID (Future bills due within 30 days)

0 . ; - O~ .E 1:) \V r- :;: .! ";" \: ; Fc~ ~./-...! . , - ; ";\~CL -.7II

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Carry forward thiS amountto the next weeklyfmanciat reoortRemem~er' to number

! each sheet fer easyr~feience of one weeki from : n e next.

Oxford House World Services. 1010 vVayne Avenue, Suite 400. Silver Spring, MD 20910Te'a;Jrone 1-3CC-6SS-5l!~j Facsrru'e 1


6/19

WEEKLY OXFORD HOUSE FINANCIl\L STATUS REPORTOxford House Fantasy 1

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CASH IN BANKSTART OF THIS WEEKCHECKING ACCOUNT ;- ' - SAVING ACCOUNT r . . . I $ 980.00BALANCE i I BALANCE " "" "DAiE DEPOSII SAND f'Io0 NEY R ECEJVED A ITHIS fAEETIN G , A~.10UNI I,OR SINCE LAST DEPOSIT ,r :f.JST 5Y SCliRCE: ; ,

! :1i1fOa Jane Smith ~ EES 200 I 00, .t ! ;Kathleen Gibson EES , 100 ; 00 i;Paula Harrington . EES ! 100 I 00 Ij ,. l 1; Misty Wikins - EES 100 00{i , !I Ir , ,, 1 ,II ,, ! ! il I ,iI I j 1 ! i .I I ~ I il I ! ..:~

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~ I ! !t ti ~TOIALMONEY RECEIVED: , f ""~~;.< C-IP-~$~" - " K = =. !~;ADD TO AMOUNT AT TOP 0= PAGE

,0 $HOVIJ -CASH" RECEfPTS'j 500 00 I ' 1,480.00i~ 2003 Oxford House World Services


7/19

C A S H - R EC EIP TSF;::OM :=RONT

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I sEXPENDITURE BY CHECK AND CASH 1.480.00- .. . _ - PAID j 0 AND PURPOSl:. :~EC< ;.~~~:.::~~--co1 /1 /08 Piedmont Natural Gas , 1414 j 67 I 89I, II!1i08 Jim Little Rea! Estate . January's rent 1415 ! 900 00. II !1/1/08 i AT&T 1416 59 42

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I - ~",SUBTRACT TOTAL MONEY PAID OUT: 1.0371 31 : : > 1,037.31

BILLS TO BE PAID (Future bills due within 30 days)C ) . : .. T ;: : DL" I ;:; ~V;'vM;,,\C ; Fc~ 'A-!.-; A : . ! C : . . ; : r

i1/10/08 Time Warner Cable - Monthly Bil! I 84 I 691;21i08 Progress Energy Monthly Bill 136 15

I ,IT01.f.,i.. 220 84

= r = . . ~ J~FF!:REN!::;::9:=T/.E=~,A~,~OUl\7 ; : ; .!. .. J

442.69

Carrv forward this arnoun:, to the next weekivI financial reooft .: Remember to number. each sheet for Easy: reference of one weekfrom the next!

Oxford House World Services, 1010 Wayne Avenue. Suite 400. Silver Spring. MD 20910T~ep::clie ~ ac:;~5ag -c4i~FacsJi.:le 1-S38-6a9~ 1~


8/19

CHECK BOOKSTUBSPRINT CLEARLY:1. The date check is being wntten.2. "\!ho tile check is written to.3. The AMOUNT OF CHECK.4. Any positive or negative transactions in OTHER column.5. Be sure BALANCE BROUGHT FORWARD is accurate at top of stub.6. Record any corresponding DEPOSITS and adjust balance accordingly in TOTALcolumn.7. Subtract the amount of THIS CHECK from either BALANCE BOUGHTFORWARD or TOTAL and record the new BALANCE en tne bottom of stub.CHECKSPRINT CLEARLY:4 . Date the check is being written.2. Who the check is being written ; Q .3. The amount of the check.4. Vvrite out amount of check.5. Document what check is for or list account number.6. Be sure there are lVI/a SIGNp.TURES on each check.Be sure that AlL entries are legIble inciuding dates, amounts, and balances. Take yourtime and check your work.


9/19

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10/19

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OXFORO HOUSE.

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11/19

Sample Oxford House BudgetHere are some friendly suggestions for determining your H ouse Budget. H opefu lly y ou will

follow these guidelines so you won 'r have to learn the hard way like some of us did.Let's say th is budget below is for a 7 bedroom. 2 bath house. After estimating the monthlyexpenses. you'!" need to determine how many members, and at what equal expen e share you willnee d in o rd er to m ake ends m eet . In th is case your expenses total nearly $3 .0 00 so an easy figure[0determine would be )0 members at 5300 each. That means 3 of the rooms would have to beshared. Perhaps you can only share two rooms; you would need S333 per member to meet thatS3,O OO ma rk: S315 w rth 8 lEU .t, d J ~4~O h I xpense or u uv I Monthly cost (Estimatedrnernoers am near v ~ _, to aye -'sinale rooms all around. . I! I for hiQ..h-usae months)- Rent I 1,500

I Loan I 170 W ith any H ou se Budget it is- I E lectric it y : 20Q. etter to be safe than sorry. '-=--'-"':':"':'~'L--- .4-::":';:; -li Water/Sewer 150 Always estimate your monthlybills on the high end and add a I Narum! Gas ! 200substantial cushion to your budget I Oil I ~/AjU51 in case. I Trash I 40! Phone i 60 O nce the hous e has gone f - .:,..:..:.=..:.:.=-------~...:..::--------______through th e high-usage m on th s an I Cable I 10 0actual budget may be derived by I lntemet I 50I ;;:uppll'es I : 1 2 0adding up all the actual bills and '" __ ..~-::..::.... --!qual expense shares or I Dues (Chapler) I 80

expenditures may be adjusted I Contribution \' 'ational) I 50accordingly. Just don't sell I :--:ewspaper i 25yourselves short. I Cush.ion I 30 0o If you find that your expenses I Total: I S3.042 Iare greater than your income (or perhaps just too close for comfort) you must increase your equalexpense share or make room for another member to share in the expenses. This may mean sharingthe biggest room (or room') in the house, which may not be a popular move with the personoccupying that room, but you have to do '.at is best for the house, not the individual.III As a rule of thumb, the cushion should at least be equal to one member's monthly share ofexpenses . Always take escalator clauses of the lease into consideration when preparing a budget. Eitherincrease your cushion to cover all expenses at the end of the lease's term, or figure in a stepincrease in equal expense shares of the members and document it veri clearly so it getsimplemented in years two, three, etc.o Always plan ahead for potential vacancies, Your house should be financially 'liable even withone vacancy, but in the case of two or more vacancies you will need to either have a Jot of moneyin savings or increase th e monthly equa l expense share per member to at least cover all expenses. Never let vacancies deplete your checking or savings accounts. Dig deep into your pockets topay the house bills without operating at a deficit, This is the real world, and when you lose aroommate the others have to pitch in a little more money each month until they find a new one.Good luck and remem ber ... The needs of the many always outweigh the needs of toefew, and self-supporting sometimes means being selfless in the face of sacrifice,


12/19

HOW 10 P O T E C T Y O U B A N A C C O U N T1 . ~Aake sure your checks require two signatures 'Nhleh are on file at the

bark. Keep card updated as officers change.2. Keep checkbook locked up during the week in a filing cabinet or other

'ocked receptacle. If possible, have r . v o keys to the receptacle and givethe keys to members of the house who are not check signers.

3. Only bring books out at house business meetings, where allexpendltures are voted on and checks for those expenditures arewritten at the house meeting.

4. Nev~r have the House Treasurer, Pr~.A~n-t:.o~o~~r (:ht:~ksi5n


13/19

CORRECTING FINANCIALDIFFIC UL TIES PERMANANTL Y

Raising individual share of expenseAdjust your EESto match your house expenses

CuttIng unnecessary costs:Cable-go to basicTelephone-look for competitive pricing pfansKeep your utfllty bill down by having one setTemperature on the thermostatBuying house suppiJes In bulkTurn off lights and TV's

Filling house vacancies as soon as a bed becomesAvailable.Do not allow residents to get behind in EE~ individualsshould always be current.Monthly audits done by the whole house at a businessmeeting. Review bank statements.


14/19

Reconcile your House checking account every month. This form should be completed in duplicate. Keep one copyfor your House records and one copy should he submitted to the Chapter at the regular monthiy Chapter Meeting.

. . . . . HOUSE IY-i\M E: c ; c - ; : - .. . . C i M gNTH & Y EAR : . . . .. BANK ST AT ftt,'lENT END DATE :. i - . . < ! < .:LIS T A ll OEPOS.IT S I VIA D E fO R1'HE fv 'lO N TH : . .. . . . . . .

"'i "C C --. . . . . . ., . . . . . . .

D ATE A M O UNT is TH IS D EPOSIT ON NOTES, ~FNEEDEDYOUR STATE M ENT?1

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TOTA L D EPO SITS. .. -. . rBEGINNJNGllA lA NCE DEPOSITSFROM ABOVE I Sl;JBJpTAL+ " " " ' " l. . . . . -The Beginning Balance should be equal to the House endmg balance from the pnor month

The Subtotal should be brought over to page 2

I i TH ISM O NTH 'SACCO UNTSRECEJVABI..E " Ii ""eEl",. BOOK 70TAl~1 DEPOSlTTOfAL I ,I , ~I ~These two amounts should be equal

.v... . . .. . . .. . . .. .. .. liST)lli.. CHECKS .W m11NDU ID NG THEM ON TH: . , - . . . . . < . .. . . .

! ISTH IS CHECKONDATE PAID TO AND PURPOSE CHECK#.j AMOUNT YOU R STA TEM ENTJ {I j;! II Ii

'I .jSU BTO TA lTH I5 P~GE : II I IMONTHLY HOUS E F lNANCIALSUMMAR Y REPORT VERSJON-MAR CH 201 0 PAGE J OF 2


15/19

0, . 1 . . . U " 'u s e - r --~i1;"~n;-_:.lUVI U I IV ;) VI 11115" '0I . .I CONT INUED L IS T O F ALL CHECKS W R ITTE N D UR ING THE MONTH :- - -- -- - -- - -I D ATE PAID TO AN D PURPOS E CHECK # AMOU i-J1 IS TH IS CHECK ONI YOUR STATEM ENTIII f! I f Ii I JI ij I I.

Monthly House Financial Summary Reoort

:1 = = = : = 1 = = = = = = = = = : = = ~ J I ! , - - - + - - I --Ij I J " 1I I ' i l 'iS-U-BT-O-T -A-L-T-H-IS-P~~-G -E:------------------------------ri------------,--------------CKECK T OT AL P AG E 1:ICHECK TOTAL PAGE 2 :!r:OTAl CHECKS : ENDiNG HOUSE

TOTAL CHECKS '~jRiTTEN -BALANCEI~IBEG INNING BALANCE END ING BALANCE J TO TAL R E CE IVED TO TAL S PENT

AF TER CHECK # AF TER CHECK #ISummary to be read at the Chapter Meeting'Beginning Balance [From Page 1]: jllio+ " ' " n""",,,, ;t.[f.'.Dane 11 l~I "till ..,,;;"'v~.~ _Viii r 6 .l.JI1 - III~rdingHouse Balance [From Above]:PRESIDENT: DATE:

TREil,5URfR: DATE:CO ivlPTROLlER :MONT~ -- L Y H OUS E F INANCL4L S UM~1ARY - l i l E O Q R T VERS!ON-..~ .i{CH 201 0

DATE:PAGE 2 OF 2


16/19

STPS TO 00 AN OXFORDAllan

1. Enter Statement. Ending Baiance,and Date Statement was produced. (Do not include anychecks or deposits that appear after this date.)

2. Enter any deposits that are not on your statement3. Total all un-deposited items.4. Add ending balance (1) and un-deposited items (3)5, tnter any checks that have not cleared.6. Total all un-cleared checks.7. Subtract un-cleared checks (6) from sub total (4).8. Add aU receipts from receipt book.9. Add all deposits from deposit book (receipts and deposits should match).10. Enter the checkbook beginning balance and check number (either the beginning of the month

or the ds\, after your fast statement).11. Enter the checkbook ending balance and check number {don/t forget to subtract any back

charges for check fees before ending balance).12. House or chapter account balance (i) and checkbook ending balance (11) should match.13. Total all money received.14. Total all money spent. (If you add money received (13) and beginning balance' (to) thensubtraet total S J ,' 1 e n t (14) itshould equal amount balance r n .

1S. tEntQr~I"lymoney deposited into savings account (include any inter@st payments).16. Enter any w!thdra'''lals from saving acceune17. Enter ending balance of saving account13. iotal any bms not l'~hi by house Of chapter.19. iotal all money o l,Ned to house or chapter {membership dues, fil'le5 loans, etc.]20. Tota! all money paid into petty cash account21. Tot


17/19

Oxford House Monthly Reconciliation and Financial Audit

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treasurer training packet

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