TITLE OF PRESENTATION - University of Nevada, Las Vegas
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Transcript TITLE OF PRESENTATION - University of Nevada, Las Vegas
Treasurer
UNLV Alumni Association
Leadership Development Day
March 5, 2011
The Basics
The chapters operate under 501(c)3 umbrella of the
UNLV Alumni Association
Each chapter has a sub-account with the association
The chapter board of directors is responsible for
activities conducted under the name of the chapter
Angela (McGowan) Martinez in Alumni
Relations functions as the “Bank Teller” and accepts
deposits and distributes checks
Mission
The UNLV Alumni Association exists to promote a
strong relationship between UNLV alumni and the
university community by providing volunteer
leadership, support and other resources for the
benefit of UNLV and the Association.
Responsibilities of the Treasurer
Track and report budget and income and expenses
on behalf of your chapter board
Deposit funds collected from events, donations
Submit check requests and other documents as need
Recommend chapter financial policies and
procedures
Keep up-to-date with association financial policies
and procedures
Reconcile chapter financial records with those of the
association and report issues in a timely manner
Responsibilities of the Association
Maintain financial policies and procedures to protect
the assets of the association and its chapters
Protect the nonprofit status of the association
Ensure the association's accountant is accurately
managing chapter accounts as expected
Report account balances on a quarterly basis
Prepare annual tax return (the dreaded 990)
Prepare and submit association and chapter biannual financial audit to Board of Regents (roughly a
$30,000 expense)
Chapter Board Authority
Board reviews and approves activities of the chapter
Before each activity, a budget and the activity must
be approved by the board
Any expense outside the board-authorized amounts
may or may not be paid, depending on the decision
of the board
Budgeting
Goal: Create annual budget approved at annual
retreat or start of fiscal year
Objective: Establishes a plan for chapter activities
and financial expectations for coming year
Budget should include:
Income projections
Expense projections
Projected net income (loss)
Sample Budget
INCOME
Membership dues
Mixer tickets
$700
$100
EXPENSE
Invite to mixer
Mixer F&B
$300
$350
NET INCOME
$150
How to Spend Chapter Funds
Complete a Check Request form
Include either:
Invoice with completed W-9
Receipts for reimbursement
Send check request and materials to Angela McGowan
Martinez:
[email protected] or fax to 702-895-4282
Box 451010, 4505 S. Maryland Pkwy., Las Vegas, NV 89154-1010
Check request deadlines are:
The 3rd of the month for a check cut by the 10th
The 18th of the month for a check cut by the 25th.
How to Deposit Chapter Funds
Complete a Chapter Deposit form
Include deposit items such as cash, checks, credit
card slips. We’ll process credit cards for you!
Schedule appointment with Angela McGowan
Martinez to make the deposit
**IMPORTANT** Angela is the “bank teller” and only
employee with access to the safe. Make sure she is available to
receive your deposit
Consider asking your liaison staff member to walk the deposit
to our office
[email protected] or 702-895-2386
How to Deposit Chapter Funds (cont.)
At the office, Angela will confirm the deposit and
provide you with a signed copy of the deposit form.
This is your receipt. Claims of missing deposits WILL
NOT be honored without presentation of valid
receipt.
Member Dues
Automatically transferred to your chapter account
Member dues are transferred quarterly to your
chapter account
Treasurer will receive report itemizing dues paid
Bank/Accounting Charges
Credit card transaction fees of 3.9% will be billed to
your chapter account on a monthly basis
Check requests of more than six per month may
incur additional bank fees (haven’t seen any issues
thus far)
At this time, the association picks up the cost of
accounting fees and bank charges not otherwise
outlined above
Reporting
Alumni Relations staff will prepare quarterly
reporting which covers:
Membership Dues
Bank card fees
The accountant will report chapter account balances
quarterly as well
Annually, the accountant will prepare year-end
chapter account balances
Audit
When the treasurer receives quarterly account
balances, verify your records match the numbers
reported by the accountant
If a discrepancy is found, notify Angela (McGowan)
Martinez immediately
[email protected] or 702-895-2386
Recommend each chapter establish an audit process
that includes other board members who review
transactions in detail to safeguard against loss and
errors in reporting
Next Steps
Create a 3-ring binder for chapter finances and
organize into the following information:
Chapter budget
Chapter account register
Copies of Check Requests and Deposit forms
Reports from the Alumni Association
Treasurer reports to your chapter board
Instructions/forms
Transfer the finance binder to the new treasurer at
the end of your term
Generating Non-dues Income
SPONSORSHIPS AND FUNDRAISING
Chapter Sponsor Programs
Provide Visibility
Web site, newsletter, emails, events, announcement at event
Create Opportunities
Events/programs, networking
Sell!
Personal emails, phone calls to partners
Cold-call for new sponsors, bargain & negotiate, mid-year
discounts
Value Proposition to Sponsors
Provides an opportunity for sponsors to develop a
partnership that will result in increased visibility
among the chapter’s members and the university
Show support for UNLV
Engage Alumni
Discounts for existing sponsors and members
Sponsor Program Goals
Secure partnerships for mutual beneficial or WIN-
WIN relationship
Increase sponsor support and exposure at individual
events relevant to sponsor business
Increase sponsor awareness through multiple
communications channels
Create affordable annual and event sponsorships
Communication
Quarterly emails to sponsors to ensure they are
abreast of chapter events and programs and new
opportunities
Sponsors receive benefits though three areas:
Brand Awareness
Networking/Marketing
Tax Deduction
Sponsor Benefits Ideas
Complimentary tickets to Chapter events
Opportunities to meet members
Literature distribution at events/programs
Podium recognition for Event Sponsors
Logo on website
Tax deduction
Pricing
Price based on expected attendance
Include guests, university staff
Suggestion:
$250 for events with expected attendance of 50 or less
$500 for events w/ 51-100 people
$750 for events w/ 101-150 people
$1,000 for events w/ more than 151 people
Tax-Deductable Receipts
For the association to issue receipts for donations or
gifts-in-kind or gifts of service, complete a
FUNDRAISING REPORT FORM
Alumni Relations will work with you to ensure your
chapter receives credit for the donation and the
donor is properly receipted
Chapter
Handbook
http://alumni.unlv.edu/handbook/