Treasurer Training

2011

Web version

Welcome to Treasurer Training

Your Position

• Public Funds

• Responsibilities

– Deposit all money

– Verify all deposits and

expenses

– Submit documentation

– Keep out of deficit

Documentation to Help You

• Keeping the Books

• Unit Banking Quick Tips

• FAQ

• Spreadsheets

• Forms

• Contact information

Budgetting

• What is a Budget

• Why bother?

• Quick Tip 13

• Annual Unit Budget

Calculator

Logging into Centralized Banking

• Quick Tip 1 and 2

• Logging in

• Understanding the

screens

Handling Deposits (Revenues)

• Quick Tip 9

• Remember: All money

collected must be deposited

– Two exceptions:

• Membership fees paid by

cheque or money order

• Monetary donations for

which a charitable receipt is

required

Purchase Card Expenses

• Quick Tip 10

• Encourage use of

Purchase Card

– Easiest to process

– No one is out of pocket

• Don’t use Purchase

Card unless there are

funds in the Unit

account to cover it

Cash Reimbursements

• Called “Manual” Expenses

• Quick Tip 4

• Manual Expense Calculator

How Long Do Payments Take?

• Unit Administrators process everything they

receive by Thursday

• Finance Department:

– Direct Deposits (called EFT) on the following

Wednesday

– mails cheques the following day (Thursday)

• Process takes no more than two weeks from

when Unit Administrator receives

documentation

Submitting Documentation

• Write the transaction number on every

deposit slip and expense receipt

• Submit regularly

– Scanning and emailing, faxing, mailing

• Year-End

Unit Administrator Verification

• Waiting Guider

• Verified Guider

• Unverified Guider

– Quick Tip 11

• Verified Administrator

• Verified Province

Transfers

• Quick Tip 6

• What kinds of Transfers are there?

– To/From Province

• Cookies

• Membership fees

• Camp/event fees

– To/From another Unit

– To CWFF

Balance Report

• Quick Tips 7 & 8

• Tells You:

– How much you have

– How you spent your money

– What you received money for

– How much you’ve spent this month on purchase

card

Credit Limits and Increases

• Quick Tip 5

• Generally credit limit is $300

• Can be changed either

permanently or temporarily

• Do not use the Purchase Card if

there aren’t sufficient funds in

the Unit account

Cash Advances

• Quick Tip 14

• What for?

– Special one-time payment

• For example: a camp where they only take cash

– Ongoing to pay for out of pocket expenses

• Can be topped up through the year and closed at year-

end

HELP!!

• Centralized Banking Web Page:

– Keeping the Books

– Quick Tips

– Spreadsheets

– Forms

• Help phone number (will have to leave message)

• Help email

• Your Unit Administrator regarding specific transactions

• http://www.guidesontario.org/formembers/c

entralizedbanking.htm

For Everything you EVER wanted to know about

Centralized Banking