Revision as of 12:26, 28 April 2012

This page is a checklist of actions to perform when changing officers for the position of Treasurer.

Authorization

Metal Key: Donation Box
Metal Key: Treasurer's Box
Metal Key: PO Box (this is a shared key)
Metal Key: Shop Door (new officer should coordinate with the Chair to see which ex-officio to get a key from.
Debit Card (Regions no longer provides this to us)
Debit Card PIN (See above note on Regions Card)
- Change PIN number after transition. PIN changing machines typically available at Main branches only.
Password: Online Banking Account
- Answers to Security Questions
Password: Huntsville Utilities Online
Bank Account
- At least one person currently on the account needs to be present to add or remove people from the account. This can be done in person at the branch where the account was opened, or the form from the bank can be notarized and submitted.
Utilities Account
- This is done by Faxing a list of the new authorized peoples to: 256-535-1344
- The Commercial accounts telephone number is 256-532-1317, may want to call afterwards to make sure they got it processed.
Password: Amazon Associate

Treasurer's Folder
Financial Contacts (Example: Landlord. These are maintained in a tab in the googledoc)
List of people currently authorized on all accounts
- Bank
- Online Banking
- Utilities
- Googledoc
- Debit Card holders (as of 12/09 only the Treasurer)
List of people currently authorized to write receipts
Dates bills should be paid
- As of 12/09 the Landlord for 203 Brown St. is Paid by the 15th of Each Month. Check was typically issued via online banking on the 12th of Each month.
Remaining postal stamps

How to process income
How to Deposit checks
How to pay bills
- electronically
- with a checkbook
- cashiers check
How to record financial transactions in the google doc
How to author receipt
How to record authored receipts
What materials are included in the Treasurer's Folder
Where to pickup bills\donations and US Mail
How to author Treasurer's Report
Review Action Items for future\uncompleted tasks (such as completing our IRS requirements)

@@ Line 17: / Line 17: @@
 ** This is done by Faxing a list of the new authorized peoples to: 256-535-1344
 ** The Commercial accounts telephone number is 256-532-1317, may want to call afterwards to make sure they got it processed.
-* Googledocs
+* Password: Amazon Associate
-** Ownership of google spreadsheets can not be transferred.  New Treasurer will need to have a google account, and be added as someone who can view the document.  Then the treasurer will need to make a new local copy and continue the document from there as the 'owner' of the document.
-** Access to the Membership googledoc, so that the Treasurer has access to the member's donation amounts and email addresses to send electronic receipts
 = Paperwork =