Treasurer

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Description

See Bylaws.

Duties

Continuous

Monthly

  • Record donations into accounting software
    • PayPal
    • PayPal Giving
      • These go directly from PayPal giving into PayPal. Their purpose, if known, should be recorded into specific accounts within our accounting software
    • Direct Bank transfer
    • Cash
  • Pay Bills
    • Record transactions in Ledger
    • Pro Tips for recording Expenses in GNU Cash
      • Soda Machine Reimbursements Are recorded in the Misc Account. The person getting reimbursed is the description. The Coke Machine account is where the funds come from.
      • Makers Local eats the Fees for all money coming into the shop. If Members donate extra to help cover it, hooray. But the expense the shop pays on the transaction is better than processing physical cash\check. Record the amount donated minus the fee.
      • SquareCash donations go directly into the bank account. In GnuCash, record these donations as into the Redstone account. Also square cash donations aren't descriptive when logged into the bank account. Copy the amount of the transaction and search the treasurer email for it to find out what it was for.
      • When viewing donations to PaypalGivingFund, you have to click on "Activity" to see who donated this way. The default view is a roll-up view and has no information about the donor.
  • Prepare Treasurer's report for Board meeting
    • GnuCash -> Reports -> Income & Expense -> Cash Flow. Click Options, select a 3 month date range, with the end month being the end of the previous month.
    • Using a calculator, subtract out to get the Members \ Misc Figures
    • Report should mention if we cannot make our next months immediate bills
    • During report presentation, Treasurer should go over Finance Committee's outstanding Action Items from Redmine.

Quarterly

Membership Purge

  1. If you haven't already, get all the latest donations updated in GnuCash
  2. In GnuCash, go to Reports -> Transaction Report
  3. Select Options
  4. Select Accounts
  5. Select Income -> Members
  6. Click "Select Children"
  7. Click "Apply" and then "Close"
  8. Manually glance at the last entry of each account to make sure it's not more than 3 months from current month.
    1. If there is an account that is more than 3 months, check the notes to make sure it isn't paid annually
    2. If one of the accounts is marked "Angel", consider asking the Chair to contact this member.
    3. Otherwise, search through your gmail for the "Your Makers Local membership is set to expire" template, adjust and BCC to members

Annually

Tools

Scripts

Currently Used

Deprecated

  • There is a script that will run every night and the results emailed the treasurer. The script will detail which users do not have a recorded donation over a three month span. The treasurer can compare this list against the users that donate for several months at a time, and set their donation as "Paid" on the donation web page.

Workflows

Changing Pledge Amounts

  • Pledge amounts can be changed at any time, but only take effect for future donations (pledge amount changes are not retroactive).
  • In GnuCash, edit Member's account, and update the Account Name field to have the dollar amount they have pledged. This is for convenience only, there are no scripts that utilize this data.

Writing Receipts

  • If it is a member, request that receipt requests to be filed in Redmine. It helps if they are willing to attach a picture of the items being donated, but it is not a requirement.
  • Get Name, Address, Phone number, List and quantity of items
  • Use Receipt Template
  • Fill out and print
  • Sign and scan it
    • Recommend using Google Drive App on phone to create a scan
  • Save the pdf in the Google Workspace Donation Receipts Folder

Setup new Treasurer

First of the Month

  • This is the best time to process the financial transactions into GnuCash, as the Treasurer's report given at the monthly Member's Meeting is going to be around the middle of the month.

Processing a TNF

  • This workflow can be used to process most donations. The important concepts is that recurring flows of income should be associated with an account in GnuCash. For this purpose, an Income subaccount called "TNF" exists. This practice enforces the concept of Double Entry accounting, where there is one entry for where the money came from, and a mirrored entry for where the money went to.
  1. Treasurer imports Redstone transactions into GnuCash, with all transactions being tied to "Redstone" in GnuCash.
  2. Treasurer identifies a TNF donation, and associates it as a deposit from the TNF account.
  3. Treasurer manually creates a new withdrawal from the Redstone account to the Facilities sub-account of Redstone in GnuCash. The withdrawal should be on the same date, for the same amount.

Reimbursing a Member

  1. Have member login to Redmine and create a new Issue for a reimbursement
    • Encourage member to attach receipts to Redmine ticket
  2. Open Redstone
  3. Go to Additional Services -> Bill Pay
  4. If member does not already have an entry in Payment Center do the following:
    1. Click "Add a Bill"
    2. Select Person, click Continue
    3. Populate member's data, click "Add Bill"
  5. Select "Amount" field and enter in amount to be reimbursed
  6. Click Make Payment
  7. In memo field, populate with what it was for, and the Action Item number from Redmine
  8. Take a screenshot (Win+Shift+S) of the web page portion showing that the check is scheduled
  9. Ensure member is added as a "Watcher" for the Redmine ticket.
  10. Edit Redmine ticket
  11. Paste screenshot as a comment, save
  12. Change status of Redmine ticket to "Blocked" and set due date to 1 month.
  13. Whenever the check appears as cleared\cashed, change Redmine status to "Completed"

Accounts

Frequently Accessed

  • Redstone
    • Login: Treasurer256
  • PayPal
    • Login: donations@makerslocal.org
  • PayPal Giving (same login credentials as PayPal)
  • CashApp
  • Makers Local Google Workspace
  • Makers Local Redmine
  • EPostCard For Tax Form 990

Misc

  • Amazon Associate
    • Login Name: amazon@makerslocal.org
    • Use above to check balance. Note, if we are receiving this by check, there is a threshold of $100 before check is cut.
    • Setup Instructions: Amazon
  • Generosity
    • TODO: Figure out what this was for
    • Login: jeffrey.cotten@makerslocal.org
  • Benevity
    • Login: makerslocal
    • TODO: Figure out what this was for
  • IndieGoGo for crowdfunding initiatives
    • Login: treasurer@makerslocal.org
  • Huntsville Utilities
    • Login: makerslocal
  • CashApp \ SquareCash
    • Login: donations@makerslocal.org
    • CashApp transaction will appear as "Electronic Deposit Square Inc" in Redstone.
      • This happens despite the fact that no bank account is configured in CashApp. We must have had both services and Square must have merged with CashApp.
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