Regular Treasurer duties
- Make sure club employees get paid (dealing with employment agreements, contracts, 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 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.
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.
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 withdrawals go here |
2720266 | funding | deprecated Finboard account, unused |
| 2860394 | funding | Fall Finboard account, unused |
| 2860395 | funding | Spring Finboard account, unused |
4044015 | reserve | interest bearing, 4 withdrawals allowed per fiscal year (http://tech.mit.edu/V126/N27/27briefs.html) |
Financial signatories
Each year the outgoing officers should update the officers and financial signatories registered with the ASA following the instructions here.
Access to the accounts in Atlas is separate. In the past, access needed to be re-requested from SAO (sao-desk@mit.edu) every fiscal year, but these days, it gets renewed automatically. You can check rolesweb to see if someone has access.
Miscellaneous
The mailing list caostatementmessage is a mailing list that the MIT Office of the Vice President of Finance (formerly known as the Controller's Account Office, hence the list name) uses to communicate finance updates to the MIT community. It's mostly not targeted at student groups, but occasionally has useful or interesting information.
Other treasurer pages
So far I'm doing stuff by labels, so most useful stuff is below.