Regular Treasurer duties
Note that some pages linked from here are private; the links will redirect to a login page.
- Make sure club employees get paid (dealing with employment agreements, contracts, purchase orders, RFPs).
- You may need to poke the booking coordinator to get contracts for Saturday dances, since they may forget, or the callers/cuers may not have returned the contracts in a timely manner.
- Make sure club expenses get paid (reimbursements, payments, etc).
- Set subscription prices before the beginning of each subscription period. See Historic Subscription Prices and Financial History for some guidance.
- Make sure deposits happen regularly so that our cash box balance is kept low to reduce risk.
- Also make sure deposits appear in our account, since it takes a few days before they show up.
- While subscriptions are being sold, you might check with gate/books each week to see if a deposit should happen and do it yourself or find somebody else to so books doesn't need to deal
Order peel-off name badges (Staples item 404293) and cups (Staples item 2072240) from B2P.
- Track the financial health of the club and advise the officers.
- Reconcile our finances to produce a more accurate picture of club finances.
Account numbers
The account numbers aren't especially secret – there are several places at MIT where you reverse engineer them without much work. At the same time you can use them to pay for things, sometimes without a financial signatory (i.e., copies at CopyTech), so you don't want to publish them on the web site.
...
number
...
account
...
use
...
2720265
...
main
...
all deposits and withdraws go here
...
2720266
...
funding
...
empty
...
4044015
...
reserve
...
You don't have to do gate or books (and can just let other people do them), but it's useful to look at the books sheets periodically to do the things above.
See also Account numbers.
Financial signatories
Each year the outgoing officers should update the officers and financial signatories registered with the ASA following the instructions here. Our financial signatories as of Spring 2012 are:
...
Name
...
username
...
Sara Pickett
...
sarac
...
Rachel Chasin
...
rchasin
...
Dennis Wilson
...
...
Ron Hoffmann
...
hoffmann
...
Laura Dean
...
lgdean
...
Kevin Chen
...
kchen
Access to SAPWeb the accounts in Atlas is separate and has . In the past, access needed to be rerequested re-requested from SAO (funds@mitsao-desk@mit.edu) every fiscal year, but these days, it gets renewed automatically. You can check rolesweb to see if someone has access.
Other treasurer pages
So far I'm doing stuff by labels, so most useful stuff is below.
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