Treasurer's transition report, Winter 2008/2009
The primary responsibilities of the Treasurer are as follows:
- Write checks to reimburse society members for expenses spent on behalf of society and making sure that they are signed by two signing authorities
- Make sure that all reimbursement forms submitted to you have receipts attached
- Keep all reimbursement forms and transaction forms in the society binder provided
- Write checks to pay bills for society events
- Keep an updated ledger book of all financial transactions for the society
- Make sure a reimbursement form is filled out by the person who is asking for reimbursement before a check is written
- Fill out a transaction form for each check that is written
- Deposit money into the society bank account from the society desk cash box or the geekbeer cash box when necessary and make a record of the deposit in the bank book
- Create a budget for the semester and for the year for the society
- Make sure that signing authority is changed at the beginning of the semester
- Prepare the CS books for audit by the DSU at the end of every semester
- Work with society desk manager to decided what to buy for the society desk
Basically, handle all financial issues for society.
The future treasurer should also read the Treasurer's Guide and all past Treasurer's reports before starting their term as Treasurer.
* Note * I will be posting an updated version of the guide on http://www.cssociety.ca/ tomorrow, it should be able to answer all questions one might have about the jobs required to be done by the society treasurer and who to go for if you encounter difficulties.
* Note * A specific issue from this semester that I encountered was that you need to make sure that if someone is running an event that is not geekbeer then they need to get approval at council to run the event and have a motion to allocate them a certian amount of money. Then when they submit the reimbursement request they need to provide you with the minutes from the meeting that they recieved approval in and a receipt in order for you to pay them. If the situtation arises, for example, that they have recieved approval to spend $50 on an event and then go spend $150 they need to go to council again and ask for the council to approve the spending of the additional $100 before you can reimburse them more then the $50 they were orignally allocated. As treasurer you need to make yourself aware of all rules like this and enforce them so as not to anger the DSU. A recomendation would be to read all the information the DSU has on society treasurer policies.
I wish the next treasurer the best of luck. :)
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Liz Legere
Society Desk Manager, Dal Computer Science Society
Treasurer, Dal Computer Science Society
Dalhousie University, Nova Scotia, Canada
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