4-H Bank Account & Treasurer s Record

Transcription

1 4-H Bank Account & Treasurer s Record 4-H Club Club Leader Club Treasurer Club Account Number_ 4-H Club Year Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with the United States Department of Agriculture. University of Vermont Extension, Burlington, Vermont. University of Vermont Extension, and U.S. Department of Agriculture, cooperating, offer education and employment to everyone without regard to race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital or familial status. Revised January, 2014

2 Responsibilities of the Club Treasurer: 1. The club treasurer works with the club leader, and is responsible for the following: a. All money received and its source. b. All money paid out and for what purpose. c. Shall keep copies of receipts, invoices, bills, deposit slips, and account statements. d. Ensures that no tax is charged on purchases e. Shall pay money out of the treasury for club related supplies and activities with the assistance of club leaders, if necessary f. Report at each meeting the amount received and the bills paid since last meeting, and the current balance. The itemized Treasurer s record must be available at any time. g. Compare the Treasurer s record with the on line statement for the club s account and make sure all transactions appear accurately in both places. h. Shall send an annual financial statement to the County 4-H Educator at the close of the 4-H year, September 30 th, using the form provided in this document. NOTE: the Treasurer s Report must be approved and signed by the local leader. i. If the club disbands, directs the remaining treasury to the County 4-H Foundation and if no County 4-H Foundation exists, then the balance should get turned over the Vermont 4-H Foundation, per the club s bylaws.

3 Example for Filling out your Treasurer s Record The 4-H Treasurer s record resembles a bank saving/checkbook register. Date Description/Transaction Expense + Income Balance /21 Club T-Shirts The T-Shirt Company /25 Pie Sale /Fundraiser Cash brought to UVM Office /30 Art and Craft supplies (name of club leader) We begin with a balance of $ dollars in the upper far right column. 1. Expense Example: Club X buys t-shirts with its debit card. The expense is Since T-Shirts are a club expense we record the amount of $ in two places: Under the expense column and in the balance column. 3. In the description column write Club T-shirts and the name of the company. 4. In the date column, fill in the date of purchase. 5. In the balance column, notice the shaded area: this area is used to update your new balance. Subtract from Your new balance is now $ Deposit Example: Your club earned $75.50 dollars selling pies outside of a well- known store in your community. A fundraiser is income. Place the deposit amount in two places: under the income column and in the balance column. a. This income is added to your overall balance. $ $ Your new balance is $ b. In the description area writes: fundraising event/pie sale. c. Write cash deposit. d. NOTE: A leader could also deposit club funds into his/her personal account and write a personal check to UVM and mail the deposit. This would save a trip to a UVM Office for a cash deposit.

4 Club Bank Account Treasurer s Record Date Description/Transaction Expense + Income Balance $.00

5 4-H Club Bank Account Report Name of club / group / committee: What is your club s account number? Section I: Name of treasurer: Beginning balance in account as of 10/1/ : Total receipts (for the year): Total expenditures (for the year): Balance on hand, September 30, 2 Section II: Sources of Income Please check all that apply (or provide a copy of the itemized treasurer s record). Individual donations Club /membership dues Local business donations Fundraising Activities / member per month per year List Fund Raising Activities and the amount raised: Event Amount Raised

6 Section III: Expenditures Please check all that apply and list the amount financed (or provide a copy of the itemized treasurer s record). Event Vermont Teen Congress scholarships Leader training Project Curriculum Project materials Field trips Guest speakers Community service projects Member scholarships (please list individually) Prizes / member recognition Other (please explain) Amount Financed Section IV: Gift Accounts (not many clubs have this) Does your group have a gift account? yes no Account No.: Beginning balance in savings account as of 10/1/ : Total deposits (for the year): Total Expenses ( for the year): Balance on hand, September 30, 2 The information provided on this form is accurate. Club Treasurer Signature date Club Leader Signature date