- Maintain current and accurate electronic ledgers of receipts and expenditures.
- Administer the WNBA checking and savings accounts, WNBA Eastman Grant account, and the WNBA Pannell Award account.
- Deposit regularly all contributions to the appropriate accounts.
- Issue, in a timely fashion, checks in payment for invoices related to national activities.
- National president receives statements and must approve request for payment. (The payment form is on the Web site at www.wnba-books.org in the For Members Only section. Scroll down to Forms/Payment Form.)
- Receipts must be attached to the form for each item claimed.
- Treasurer must sign all checks.
- Requests for reimbursement for national president are approved by the national treasurer.
- Maintain current and accurate files containing
- paid bills, indicating to whom, when, and for what purpose payment was made;
- chapter per capita contributions for each fiscal year;
- all membership contributions, and
- legal files.
- Serve as chair of the finance committee.
- Communicate information to various officers as needed.
- Inform national president, vice president, secretary, and membership chair of all sustaining member contributions received.
- Send executive committee quarterly budget reports including a comparison of year-to-date expenses with the budgets.
- Send or distribute annual reviewed statement to all members of the national board.
- Serve as resource person for any new committee that requires a fund-raising effort.
- Prepare treasurer’s report of all assets received and disbursed since the last annual report. Select reviewer and supply reviewer with required materials to prepare a reviewed statement. Prepare current list of sustaining members. Prepare list of chapter per capita payments including anticipated membership, actual membership, and variance.
- Attend national board annual meeting.
- Provide dates when chapter reviewed statement and per capita payments are due to national treasurer.
- Present national treasurer’s report and list of sustaining members. Recommend percentage fee for late per capita payments from chapters.
- Take bank cards to the national board meeting for signatures of officers as required by banks in which savings and checking accounts will be maintained or transferred.
- After the board has voted its approval, the treasurer transfers (if necessary) savings and checking accounts.
- Confirm the name and contact information for each chapter’s treasurer for the following year.
- Provide each officer and committee chair with form to submit budget request for coming fiscal year. Provide deadline for returning form.
- Make motion concerning renewal/nonrenewal of sustaining membership incentive payment to chapters.
- The officers of the board serve as the members of the finance committee.
- The president of the local chapter in which the national treasurer resides shall serve as the assistant treasurer with signatory authority on checks and savings accounts. The national president also has signatory authority on all accounts.
- At the conclusion of the national treasurer’s term of office, the national treasurer shall provide the incoming national treasurer with historic files, electronic spreadsheets used for income and expenditures, and electronic spreadsheets used for quarterly reports.
- Submit completed Form 990 to the IRS annually prior to October 15, if necessary. Report is required if annual income is more than $25,000. (See sample of Form 990 on Web site under Forms.)
- Respond to IRS’s request to update roster information. (See sample of Parent and Subsidiary Accounts form on Web site under Forms.)
- Send required information to the State of New Jersey annually. This document requires the signature of the national president, so it should be handled immediately upon receipt. (See explanation and sample of Incorporation Information for the State of New Jersey form on Web site under Forms.)
- As requested, indicate any changes in roster listings.
- Enclose fee.
- Prepare shipment of files to Archives at Columbia University. (See Women’s National Book Association Archives, below, for address.)
- Photocopy and hold copies of records from treasurer’s file in order to answer questions from chapters, other officers, etc.
- Maintain chronological reference file for four preceding years of tax reports, budgets, correspondence, and legal files.
- Ship materials from chronological file that are five years old.
- By end of July (latest) prepare draft budget.
- Include at least two prior year budgets’ actual figures and document source of all proposed budget figures.
- Indicate areas where no figures were received or where figures are being questioned by the treasurer.
- Send draft to executive committee. Request feedback, giving two-week deadline so that responses are in by end of August.
- Prepare second draft of budget.
- Distribute first quarterly report to executive committee with draft budget, requesting any changes or corrections.
- Contact Pannell Trust Fund manager to confirm that full year’s dividend payment should be sent to national treasurer prior to Dec. 31 and to communicate any other action taken at the national board annual meeting.
- Prepare quarterly budget report and send to members of the executive committee.
- Notify all chapter treasurers by mid-December that the chapter’s per capita contribution to the national treasury must be received no later than January 7.
- Notify chapter treasurer if chapter’s official reviewed statement has not been received by the national treasurer. Copy letter to chapter president.
- Complete the Department of the Treasury Parent and Subsidiary Accounts form. (See sample on Web site under Forms.)
- Send second request to chapters that have not remitted per capita contribution by January 31. Notify chapter of percentage late fee.
- Prepare quarterly budget report. Send to executive committee members.
- Notify chapter treasurers that second per capita payment is due by April 7.
- Send second request to chapters that have not remitted per capita contribution by April 7. Notify chapter of percentage late fee.