Worcester AGO TREASURER

    • Keep local accounting of all AGO Funds:
      • Unrestricted, Scholarship Fund, Special Projects Fund, Student Membership Fund, Public Programming Fund

 

  • Note that the AGO Books Spreadsheets are setup to track the various funds. You will use the DCU website to track balances of individual banking accounts. It has been recent practice that the funds are tracked separately, and DO NOT necessarily match the balance of any particular banking account.
  • New Recommended Practice: Keep transactions by month to match the fund accounting spreadsheet and for easily reconciliation & reference to bank statements. This will be helpful for future audits.
  • Reconcile Monthly all local funds to total cash in all bank accounts.
  • Monthly reconcile the bank statement (available from dcu.org).
  • The total of ALL Bank accounts + PayPal Balance + petty cash should equal the total of all the funds.
  • I would move any uncleared checks to the following month in the books, so it is easier to reconcile the month at hand.

 

    • Have an understanding of the ONCARD system related to financial transactions for membership & donations collected with membership.

 

  • I strongly suggest changing your password as you have Chapter Administrator rights.

 

      • Once logged in, click Chapter Administration

 

  • There are helpful hints, documents, and videos at the top of various pages under “Chapter Administration”

 

    • Check ONCARD monthly for Membership & Scholarship remit reports.

 

  • Around the 20th of the month all of the membership & donations from the previous month’s remits are deposited into the DCU checking. You will need to total up those remits and log Membership Income and Scholarship Income in the AGO Books.

 

    • Maintain PayPal Account

 

  • Some donations and some event registration payments come in via PayPal.
  • You will need to log into PayPal to see the total amount given, less the PayPal transaction fee.
  • Log the total income into the appropriate income row and restriction column. PayPal Fees can be logged under “Administrative” row/unrestricted column.  It has been recent practice for the chapter to absorb PayPal fees, so the full amount donated can go to the scholarship fund.
  • As money builds up in this account, you can “withdraw” (transfer) to the DCU Checking.

 

    • Maintain Petty Cash Box

 

  • Recent practice has kept $100 in cash in this box to easily collect money and make change for any WorcesterAGO event and/or scholarship contributions.
  • The $100 should be factored each month as additional cash when reconciling the bank & PayPal accounts.

 

    • Check Post Office Box (you can sign up be notified via e-mail when there is mail)

 

  • I will give my Key & Mail bag to Jean.

 

    • Make deposits

 

  • There is a deposit stamp which has the account number for the checking. I typically have always deposited everything there than transferred out to other accounts.

 

    • Make payments as requested per annual budget, or request necessary approval for spending not within the budget.

 

  • We have plenty of checks that should not need to be updated as they have the PO Box on them.

 

    • Work with Executive Committee and Program Committee to advise and create annual budgets
    • Collect any dues sent locally (not recommended) and forward FULL amount to national.

 

  • It has been recent practice to deposit the full amount and then pay the full amount to AGOHQ, either by printing an invoice and mailing a check, or using the Debit card to pay online.  To do this you must log in using the individual member’s credentials.

 

    • Maintain Scholarship Funds

 

  • The current policy is that as of March 1, 50% of the current scholarship fund balance is available to make awards that year, unless the Executive Committee overrides this.  Advise the committee of the amount available on/around March 1.
  • Pay Scholarship Funds directly to teachers (or in some cases, directly to an institution where a teacher is engaged) for scholarship lessons.

 

    • Coordinate with the Treasurer to pay for any complementary student memberships

 

  • All Scholarship Recipients receive a new membership or a paid renewal each year from the “Student Membership Fund.”  
  • Any new eligible student member identified by a current AGO member is eligible to receive a NEW membership paid for from the “Student Membership Fund” at no cost to the student member.
  • In both cases, The full student rate is paid to AGOHQ via ONCARD, or via a paper form & check. The chapter receives its portion back in the next Remit deposit.

 

    • Complete annual IRS form 990 (online – currently related to calendar year, needs to be changed to fiscal year of July-June.  AGO HQ can help facilitate this change.)
    • Maintain and update this last of tasks as the functions evolve.

 

  • USB Drive with various files and former records is in the cash box.

 

 

Worcester AGO REGISTRAR

    • Gain a full understanding of member types and use of the ONCARD system both for administering and helping local members.

 

  • I strongly suggest changing your password as you have Chapter Administrator rights.

 

      • Once logged in, click Chapter Administration

 

  • There are helpful hints, documents, and videos at the top of various pages under “Chapter Administration”

 

 

  • The following links are for reference, but

 

 

  • The “Member Change Logs” are key to determining when someone has updated information with National.

 

    • Update ONCARD with information you receive locally.

 

  • This is especially important for members who are not comfortable with updating ONCARD on their own. You have access to edit each member’s personal information.
  • You will also need to report members who have died to ONCARD (directly in their membership record)

 

    • Coordinate with the Treasurer to pay for any complementary student memberships

 

  • All Scholarship Recipients receive a new membership or a paid renewal each year from the “Student Membership Fund.”  
  • Any new eligible student member identified by a current AGO member is eligible to receive a NEW membership paid for from the “Student Membership Fund” at no cost to the student member.
  • In both cases, The full student rate is paid to AGOHQ via ONCARD, or via a paper form & check. The chapter receives its portion back in the next Remit deposit.

 

    • Coordinate with Dean other local mailing list recipients and add to local database.

 

  • This may include neighboring chapters, etc.

 

  • In October (after the bulk of lapsed members are “cancelled”), complete a full audit of the ONCARD and local database for current membership.
  • MONTHLY check on members that are due for renewal and send gentle reminders via ONCARD, and/or print and mail invoices as requested.
  • Check “cancelled” (former) members and share with Dean as requested for additional publicity & recruitment.
  • Send welcome e-mail to new members to the chapter (copy Dean).
  • Maintain and update this list of tasks as the functions evolve.

 

Officer Reporting – this really should be the secretary

Substitute List & calendar reminders – this should be someone else