Treasurer - acmumn/officer-resources GitHub Wiki

Duties

KEEP A DETAILED LEDGER (THIS WILL MAKE YOUR LIFE MUCH EASIER)

Take care of the ACM Snack Store

Create maintain, and submit department and SSF budgets for each semester, event, yearly SUA funding proposal, semesterly CS&E budget proposal, and individual SUA grants

Maintain documents relative to expenses, income, and lost/damaged property

Pay Taxes

Submit annual fiscal reports to ACM National (July)

Manage purchases for events including food, prizes, swag, etc.

Make and track all regular purchases for ACM

Keep the ACM room, server closet, and fridge clean

Maintain tidy filing cabinets

Advice

Records for Special Circumstances

If, in your officership, ACM UMN is awarded any special circumstances or rights as a student organization, MAKE SURE TO GET A HARD COPY from any official involved. Make sure to UPLOAD A COPY OF THIS TO OUR DRIVE. Then store the hard copy in our physical records.

Student Services Fees (SSF) Funding

Student Services Fees tasks occur once per semester, in October and March-ish. Spring Programming requests happen in the Fall, and Fall Programming and Yearly Operational requests go in in the Spring. Don't be afraid to ask for more funding than we have in the past; many student groups get the majority of their funding here, and the committee has encouraged us to be more ambitious in requests, especially programming requests. A group of about four people should be dedicated to working on each SSF request; they can be a lot of work, so don't procrastinate.

SSF requires that representatives from each group attend several workshops in order to request funds. Be aware of these.

The public google drive folder containing SSF info can be found here. This folder is useful; it contains guides and rules. READ AND FOLLOW THEM.

If you ever have any questions about SSF things, email Sara Carvell ([email protected]); she's very helpful and appreciates people who work hard, so show her that you're making your best effort. While working on requests, be sure to attend Sara's office hours for help and tips. If you have tech/spreadsheet issues, contact Viswa Challa ([email protected]).

Snack Duties:

Buying food to restock the snack store

This should be done once a week if you want to avoid taking overwhelming shopping trips. You'll need the ACM card and the club's Sam's card. Some basic tips:

  1. Make a list of what you're getting and leave rooms for suggestions from other ACM members. That and don't be afraid to add something new to the snack store once and a while, especially if it's healthy!

  2. Bring someone with you because Sam's Club is boring when you're by yourself. There's lots of groceries to get and you can bribe someone with the promise of free samples at the store.

  3. Make sure there are ACM members who are in the room when you get back. You'll park in that street between Keller and the parking garage by it while the other members bring carts down to load the food on to.

  4. Unload as much of the snacks into the store as you can. The rest can go into the cupboard to the left of the snack store. As a last resort, you can store some things in the server room.

  5. Either while buying the groceries or after you've put them in the room you should make sure you know the quantities of each item. You'll need this when you set the prices in ACM.

  6. The snacks spreadsheet is in the ACM folder under the treasurer's stuff. Double check/update each price and quantity there, then update the website and the paper on the fridge.

  7. The receipt from your trip goes into the accordion thingy in the treasurer's drawer in the server room. Make sure you create separate transactions if you are making purchases for events or for anything reimbursed by SUA or the department.

Updating the snacks website

This is one of the most important details of the snack store. If the website is not updated, then people won't pay and Abner will be quite angry. The main website is at z.umn.edu/snacks. The url we use for updating items and prices are at http://snails-acm.herokuapp.com/snacks. At the bottom of this page is a link that will let you add a new snack item.

Keep the snack store in stock

Sometimes other members will keep an eye on how stocked the store is, but just make sure you aren't letting the shelves sit empty.

Buying new supplies for ACM

When you need to purchase things like printer toner or markers, you should go through the department. If you go to your treasurer folder inside ACM's folder there will be a file called "Shopping list."

If the item you need is in there, then there should also be a link by it that a past treasurer may have used to purchase this item. You take this link and send it to Phil Croteau. You nicely email him and request whatever supplies you need, then add that link and tell him that if he doesn't already have a place to get said supplies, this is where you think he should get them. Note that you don't actually have to use whatever link is listed in the document if you have a better one.

Now, if the link/supply isn't in the document, you'll just have to find your own and update the document. When you get the receipt email from Phil [JK there's a new person, is it... Bob?], make sure to forward it to ACM's email.

Deposits

You should try to make a deposit about once a month. Some situations might require you to deposit more frequently.

Deposit at USBank, there's one off of Washington just a few blocks from Keller. You will need ACM's debit card (that should have your name on it).

Before depositing, sort and count the cash; this makes the process much easier for the teller.

Use the coin machine prior to getting in line. If you have any checks endorse them with your name (not ACM) before you make it to the teller.

Paying Taxes

Registering as a 501(c)(3)

We are already registered as a 501(c)(3), to maintain this status we need to file Form 990 yearly. This may change if we start to intake more than $200,000 or less than $50,000 yearly. To file the 990 use this link, there will be a link to a PDF for the form and an informational PDF.

As the Treasurer, you're responsible for ACM's tax documents. If you're new and haven't yet, fill out, scan (before entering your SSN), save, and mail the IRS Form 8822-B. SSF requires that we prove that we've done this yearly. Our tax repo is here: https://github.com/acmumn/taxes

Our fiscal year runs July 1st to June 30th. This means that taxes must be filed by November 15th.