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).
• 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.
• Set subscription prices before the beginning of each subscription period.
• Order name badges (Staples item 404293) and cups (Staples item 901927)
  • Not an official duty, but it reduces people paying too much for them and from mistakenly paying tax.  Plus eCat makes it easy.
• Track the financial health of the club and advise the officers.
• Reconcile our finances to produce a more accurate picture of club finances.
• Renew Ted and Phil's parking near the end of each summer.  Not officially a treasurer task, but the treasurer needs to at least do the JV.

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.

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 and has to be rerequested from SAO (funds@mit.edu) every fiscal year.  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.