Revision as of 15:34, 3 August 2022

Description

See Bylaws.

Duties

Continuous

• Writing Receipts
• Ensure 501c3 Compliance is being Followed.
• Collaborate with those doing fund raising for the organization.
• Uphold Makers Local 256 Financial Policies

Monthly

• Records 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.
• Mark member donations in Donations WebApp
• 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 consist of, or include figures from the Ledger
  • Report should mention if we cannot make our next months immediate bills
  • Report should include a list of delinquent members

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

• Prepare Treasurer's report for Member's Meeting
• File Tax Forms (990-N)
• Upon request, create yearly donation receipts for member's tax filings. Treasurer/Creating Annual Donation Receipt

Tools

• Company Matching page for donation matching
• Treasurer/Transition Checklist page for transitioning office of Treasurer
• Redmine Finance Committee Action Item Tracker

Scripts

Currently Used

• Script for Formatting PayPal Exports into GnuCash importable CSV File
  • See Readme File for steps on how to import generated CSV file into GnuCash

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

• Checkout books from subversion
• If running linux,
  • sudo apt-get install libxml-smart-perl
    • This is needed for running report.pl script:
  • sudo apt-get install dos2unix
  • sudo apt-get install gnucash
• Configure Gnucash
  • Edit -> Preferences
    • General
      • Files: Uncheck Compress Files
      • Retain log files: Never

Mondays, Wednesdays, Saturdays

it's recommended to do these in a short timeframe, while at the shop

1. Remove any bills and donations from the donation box at the shop
2. svn up the gnucache directory
   • If running on a linux machine, you will need to convert the gnucash books to unix format. Run the script: ./trans_to_unix.sh
3. Add any bills and donations to gnucache
4. If running on linux, run the clean script: ./clean.sh
5. svn commit gnucache directory
   1. This notifies the webmaster to do the following:
   2. svn up the gnucache directory on the webserver
   3. run donation_check.pl for the current and past few months
   4. perform the needed add_user and mark as paid operations
6. run report.pl for the current month and update the channel topic
   1. ./report 04 2012 | tee 2012.04.log

Tuesdays, Thursdays

• Fill out bank deposit
• Make bank deposit

First of the Month

• Schedule rent payment (note, regions is setup to pay landlord automatically the first of every month)
• Schedule waste away payment
  • Note: As of 7/14/2014, waste away trash pickups are on Mondays.
• Schedule Knology payment

About the 25th

• Utility bills are on autopay. the treasurer@makerslocal.org email address should receive an email when the amount has been deducted. reflect this in gnucash.

The day or so before the monthly meeting

• run report.pl and update Treasurer Report section of meeting page

Accounts

• 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