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.
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 | empty |
4044015 | reserve | interest bearing, 4 withdrawals allowed per fiscal year (http://tech.mit.edu/V126/N27/27briefs.html) |
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.
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.
So far I'm doing stuff by labels, so most useful stuff is below.