The Chapter Treasurer is elected by members of the Chapter in accordance with the National Constitution, Bylaws and Chapter Bylaws, and is accountable to the Chapter President for his/her Association activities. The Treasurer is an important officer entrusted with the custody of funds for the Chapter. The Treasurer should know how to make proper deposits, reconcile bank statements, make proper reports, and keep neatly written reports. In addition, the Treasurer will maintain a record of all income and expenses, establish and maintain a bank account in the name of the NPMA Chapter, and issue reports when required by the Chapter Bylaws.
The Bylaws should state whether or not the Treasurer should be bonded (and if so, for what amount), and which officers should be authorized to sign checks including the number of signatures required on the checks.
The Treasurer is empowered and authorized to maintain official records of the Chapter’s financial activities.
Duties and Responsibilities
Subject to the Chapter Bylaws, and to delegation by the Chapter President, the Treasurer will have the following duties and responsibilities:
- Be the custodian of all funds.
- Establish and maintain a bank account in the name of the NPMA Chapter. Ensure that records of all income and expenses are maintained.
- Prepare and present the current Treasurer’s report at all Chapter meetings. Copies should be given to the President and the Secretary and one copy placed in the Treasurer’s file.
- Develop the financial budget for the operation of the Chapter for the year (to be presented in accordance with the Chapter Bylaws).
- Project the financial growth and other significant financial developments (to be presented at the annual meeting).
- Review the financial status of the NPMA organization monthly, and provide counsel to the Chapter President relative to the financial income and expenses compared to the budget.
- Issue receipts for all money received.
- Deposit all funds in the authorized bank.
- Keep accurate records of disbursements with support documents such as original receipts for expense reimbursements or vender invoices.
- Complete the annual Chapter Financial Report and send it to the National Office by January 15. Include a W-9 form for each individual who received $600 or more of chapter funds during the year. The National Office needs these documents in order to properly file IRS forms.
- Pay all bills as soon as they are authorized or if a fixed expenditure within the terms of the invoice.
- Notify members who are delinquent in dues payments.
- Notify the organization when a budgeted item approaches the limit.
- Designate a disinterested person or committee to audit the financial records sixty (60) days prior to the transfer of the finance records to the incoming Treasurer.
- Present the annual Treasurer’s report after the audit.
- Arrange for new signature cards to be given to the incoming Treasurer.
- At the close of the term, transfer the files and records to the incoming Treasurer.
The Treasurer’s files should contain the following:
- A copy of the Chapter Bylaws, special rules of order and standing rules, as well as a copy of the Regional and National Bylaws if necessary.
- A copy of budget adopted by the Chapter.
- An up-to-date roster of members
- A receipt book to acknowledge monies received.
- A checkbook to disburse funds as authorized.
- An official ledger for financial records.
- A W-9 form for each individual who was paid with chapter funds during the year.
- Bank records, including cancelled checks and statements.
- A file of financial statements, budgets and audit reports.