Treasurer 315 1. Introduction AYSO and its nonprofit status. One entity Single Federal ID number Consolidated reports IRS Form 990 Sales Tax Returns State.

Treasurer315

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Introduction• AYSO and its nonprofit status.• One entity

• Single Federal ID number• Consolidated reports

• IRS Form 990• Sales Tax Returns• State Returns and Reports

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Introduction• National Accounting Program (NAP)

• Chart of Accounts• 4-digit numbers found:

• Monthly Deposit Report Form (MDRF)

• Memo section on checks• Regional Treasurer is one of seven

required Board positions• Assistant Treasurer role is

available.3

Treasurer Key Responsibilities• Complete, sign and submit a Volunteer

Application each year• Act within the scope of AYSO’s policies,

procedures and guidelines• Provide financial reports in a timely

manner to your board• Manage accounts receivable (revenue)

and accounts payable (expenses)• Coordinate the Annual Budget

preparation and submission

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Treasurer Key ResponsibilitiesContinued

• Participate in the registration process and provide guidance on fee handling procedures

• Maintain records for seven years• Abide by good internal control procedures

• Watch for “Red Flags” of financial misconduct

• Maintain a player reserve• Not less than $5 per player-Not more

than $125

Treasurer Key ResponsibilitiesContinued

• Send the 1099 reporting worksheet to the National Office – January 10

• Assist with annual audits

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What support is available?• Regional Commissioner• Area staff or neighboring Regions• Section staff• National Office

• Financial Services Representative• Financial Services Manager• Accounting Manager• Controller

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Tools available• Manuals -

www.ayso.org/SupplyCenter• Forms - www.AYSO.org• E-newsletters – Dollars & Sense• Coming soon online training -

www.aysotraining.org• Free software - naponline.ayso.org

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NAP Online• What is NAP Online?

• NAP Online is a web-based accounting and bookkeeping system.

• Benefits:• Makes organizing easy• Everything stored electronically• Easily accessible• Embedded help links• Smooth transitions• Free!

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NAP Online• All Sections, Areas, & Regions have

access to NAP Online. The website is:• https://napoline.ayso.org • NAP Online Training Videos:

www.YouTube.com/aysonaponline • Demo the system at

https://naponline.ayso.org/demo • Email [email protected] for

help10

Opening a Bank Account1. If you are opening a new account, closing

a bank account, moving an account to a different financial institution

• Please call the AYSO National Office Finance Department at (800) USA-AYSO and ask for the Financial Services Manager or email [email protected].

2. The account must be opened in the name of “American Youth Soccer Organization” with Region # on the second line of check

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Opening a Bank Account3. ALL statements, with electronic check images

must be mailed by the institution directly to the AYSO National Office at:

American Youth Soccer Organization Region #19750 S. Vermont Ave. Ste.200, Torrance, CA 90502

4. Two signatures are required to withdraw funds. 5. At least three, preferably four, authorized

signatures – the RC, the Regional Treasurer, and whenever practical, the Area Director

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Opening a Bank Account6. The IRS Non-Profit Determination letter

and AYSO Articles of Incorporation may be required by the bank.

• Documents can be found on the Web Site under finance resources

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AYSO Treasurer Guidelines• All financial transactions must be

handled through the Region’s checking account.

• All cash and checks should be deposited the day received or the next banking day.

• Credit cards, ATM cards, debit cards, and EFT is prohibited.

• Online account management is permitted with view only access14

AYSO Treasurer GuidelinesContinued

• Checks should not be written by a signer to themselves

• No petty cash accounts are permitted• Code all deposits and payments

according to the accounting codes on the NAP Chart of Accounts

• If your Region actively uses NAP Online, you can use categories and sub-accounts for greater detail to the NAP chart of accounts.

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Registration Event• Be at all registration events• Ensure proper procedures for handling

of cash and checks.• Use cash receipt book to record

transactions• Reconcile player registration forms• Two trained volunteers verify cash• Deposit cash and checks the same or

next banking day• Verify all money received is equal to all

receipts16

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Chart of Accounts• Includes separate 4-digit general ledger

account codes for tracking deposits (revenue) and payments (expenses)

• 4005 – Registration Fees• 5111 – Field Expenses

• Additional coding can be beneficial for providing more detail to general account codes such as, field expenses

• 5111A-Landscaping• 5111B-Paint• 5111C-Trash

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Monthly Deposit Report Form (MDRF)

• Deposit slip image is not typically available on bank statements

• Used to report the proper NAP code of all deposits made by Sections, Areas and Regions

• Accurate Profit and Loss reports• Accurate State and Federal Filings

• Form can be emailed at [email protected] to the National Office – Due by the 5th of each month

• If you are “actively” using NAP Online, you do not need to send in the MDRF20

Monthly Deposit Report Form (MDRF)

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Deferred Accounts• Defer (verb): To put off to a future

time.• Deferred Accounts: to put off or

postpone amounts to a future period• AYSO Fiscal Year – July 1 to June 30Today’s Date Fees for what

seasonCode to use

February 2016 Spring 2016 4005

May 2016 Fall 2016 2510

July 2016 Fall 2016 4005

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Payments (Expenses)• All expenses must be paid by check• All payments must have full and

complete original documentation• Invoices and reimbursements (Can be

attached in NAP Online)• Expense account code should be

visible in the memo section of the check (Not required if printing checks from NAP Online)

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How should your checks look?

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Invoice Sold to: No. 00045782

AYSO Region 436 102 Railroad Avenue, #4 Winters, CA 95694 March 6, 2010

Quan. Description Each Total

126 5” Soccer Trophy – Style 103A 4.75 598.50 87 6” Soccer Trophy – Style 103A 5.20 452.40 41 7” Soccer Trophy – Style 103A 5.45 223.45 23 6” X 8” Team Parent Plaques 6.00 138.00 23 8” X 10” Coach Plaques 6.85 157.55

Sub-total 1,569.90

Tax 121.67 Total 1,691.57

Valley Trophy 152 N. Main Street Winters, CA 95694 Less: Deposit 700.00

Total Due 991.57

Deposit due when order placed – balance due upon delivery

T h a n k y o u f o r y o u r bu si n ess!

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eAYSO• AYSO’s electronic system for managing

and registering players and volunteers• Bank and AR statements found here.• Invoices:

• Supply center and sales tax invoices (mailed)• Region’s player registration invoices (not

mailed)

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Invoices

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eAYSOContinued

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• AR: Monthly Summary of invoices due to the National Office

• Bank: Monthly bank statements• NAP Sum: Starting July 2015, this report is available in

NAP Online• Budget: Starting July 2015, the budget is available in NAP

Online• Starting July 2015, you are able to run actual versus

budget comparison report

Dropped Players• Players who decide not to continue

with AYSO may be entitled to a refund of all or part of their registration fees (consult Regional Guidelines)

• Regions are only entitled to a refund of the National Player Fee if the player never practiced or participated in any AYSO activity.

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Dropped Players• Treasurer must process dropped players

after Registrar drops them from Registration screen

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Dropped PlayersContinued

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Annual Budget• Due to the National Office by June 1 for

Regions (Sections and Areas by July 1)• Emailed to [email protected] • Enter budget into NAP Online

• Complete budget prior to first registration event to properly meet Region objectives

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Annual BudgetContinued

• Accurate NAP account coding on deposits and payments will produce reliable profit and loss summary to start budget planning

• Collaborative effort ensures that all of the SAR (Section, Area, Region) objectives are represented in the final budget

• Questions email [email protected] 37

Regional Financial Report• Key to maintaining financial

transparency• Provide the Regional board with a

monthly status of Region’s financial position (Profit and Loss statement)

• Bank Reconciliation reports• Reports can be run out of NAP Online

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Sales Tax• Many States require payment of sales tax on

purchases as well as sales from fundraising. (Varies by state)

• National Office will calculate and file one sales tax return per state.

• The calculation is based off of the taxable NAP account codes for each state.

• National Office will invoice each SAR for their portion of the total tax paid.

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Sales Tax• Do NOT contact your state with questions

regarding sales tax• Questions, email [email protected].

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1099 Reporting• 1099 Forms required by IRS• Requires Independent Contractor’s W-9 • National Office completes company-

wide 1099s based upon information submitted

• Information due to the National Office by January 10

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Who is an Independent Contractor?• Performs services for multiple

customers• Sets own hours, determines own price

for contracted services• Not eligible for employee benefits• Provides own supplies, tools and

equipment to complete job per contract

• Personally liable for errors and/or accidents

• Files self-employment taxes & receives Form 1099-MISC

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1099 Excel FileDownload Excel file from AYSO.org and

complete with the following:

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• Tax ID• Check #• Date• Amount• Payee

• Complete Address

• Phone• Region

Red Flags• Running out of money

• Checks are bouncing• Suppliers are complaining

• Savings accounts being depleted with no valid reason

• Fundraising activities in question

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Red Flags• The profit and loss report does not

have detailed coding• Board is not receiving financial reports• What should you do?

• Contact AYSO National Office

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Where does it say…Treasury Management guidelines are

found in:• The Standard Regional Guidelines,

Article Eight • Chapter 8, Regional Operations of the

AYSO Reference Book• Policy Statement 3.1

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Conclusions• AYSO is one entity!• Ensure proper coding on deposits

and payments to provide accurate financial reports

• Submit required forms (MDRF, 1099, Dropped Player, Remittance Advice,)

• Manage, control and facilitate all financial aspects of the Region

• The National Office is there to support you!

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