TREASURER

January

Prepare for Winter Executive Meeting:

* Summary of Society financial status and current account balances.

* Summary of cash flow for year.

* Summary of membership status.

* Summary of meeting-expense/income.

* Prepare tax return (fiscal year 12/1 to 11/30).

* Pay cost of dinner expense.

* Reimburse Executive members for travel and hotel for Executive Meeting.

* Provide any needed support to Annual Meeting Chair to Establish Meeting Budget.

February to March

* Work with Website Administrator to send electronic notice of Dues to all Active and Associate members.

* Establish which members have not paid dues as members with unpaid dues for three years should be eliminated off membership rolls.

* As electronic payments are received the names of members associated with payments should be recorded into Quicken Financial Database.

* Donations to the Resident Fund need to be separately transferred from automatic checking account deposit into appropriate Resident Fund.  As moneys are transferred a letter of appreciation that also serves as document proving Charitable Donation needs to be sent to each individual donor.

March

* File Form 990-EZ (non-profit organization tax return) with IRS. Due April 1 of each year. Fiscal year December 1 to November 30.

April, May to June

* As payments for annual meeting are received from exhibitors and meeting registrants, track these in conjunction with Vice President and Local Arrangement Chairperson.

* Send second dues notice to non-paying members in May or early June.

June In preparation for Executive Meeting:

* Prepare summary of Society financial status-current account balances.

* Prepare summary of cash flow for previous year.

* Prepare summary of membership status:

• Number of Active and Associate dues paid.

• Number of Senior Members.

• List of names of members with dues in arrears for previous two and three years.

* Prepare summary of meeting expense/income to date.

* Prepare recommendation, if needed, for any change in dues or fees.

June to July

* Pay all expenses for annual meeting in conjunction with Local Arrangement Chairperson.

* Reimburse the Honored Guests for:

• Travel expenses, hotel, car rental for them and spouse.

• $500 honorarium and thank you letter.

* Reimburse resident award winner

• Travel reimbursement to program directors and awards to individual winners.

* Pay hotel expense for Society President.

* Pay hotel and travel expense for the Local Arrangement Chairperson’s office assistant.

* Society President reimburses cost of beverages at President’s Dinner to Society.

August to September

* Compile income-expense statement for annual meeting in conjunction with Local Arrangement Chairperson including:

* Number of paid registrants and amount received.

* Number of exhibitors and amount received.

* Summary of expenses.

* Send statement to Members of Executive Board for review.

* Prepare annual meeting summary for CME underwritter (AANS) Due mid August. Must list income and expenses for annual meeting and a list of corporate contibutors. Also need to include a budget reconcilliation. Balance for CME services due to AANS.

December

* Prepare tax return documentsand submit to accountatnt

• List of Officers

• List of Annual Meeting exhibitors and support

• Annual Category summary report 12/1 to 11/30

* Prepare to mail membership dues notices

* Prepare Annual meeting Budget

Throughout Year

* Record in Quicken database all receipts and expenses.

* Transfer funds as needed between checking, savings and CD’s.

* Keep all physical receipts and account information on file.

* Make timely backups of Quicken account database and FileMaker Pro membership database and store in separate physical location.

Prepare for Winter Executive Meeting:

* Summary of Society financial status and current account balances.

* Summary of cash flow for year.

* Summary of membership status.

* Summary of meeting-expense/income.

* Prepare tax return (fiscal year 12/1 to 11/30)

* Pay cost of dinner expense.

* Reimburse Executive members for travel and hotel for Executive Meeting

* Establish budget for forthcoming annual meeting

February to March

* Send dues notices for current year to all Active and Associate members. Note: Do not bill senior, inactive or deceased members.

* As part of dues mailing, have members update membership information such as address or e-mail change.

* Enter all membership information changes into Society database (FileMaker Pro program can be obtained from Society Webmaster).

* Bill members with outstanding dues from previous one and two years for those dues. Members with unpaid dues for three years will be stricken off membership rolls.

* Record all dues money received in Quicken financial database.

March

* File Form 990-EZ (non-profit organization tax return) with IRS. Due April 1 of each year. Fiscal year December 1 to November 30.

April, May to June

* As payments for annual meeting are received from exhibitors and meeting registrants, track these in conjunction with Vice President and Local Arrangement Chairperson.

* Send second dues notice to non-paying members in May or early June.

June In preparation for Executive Meeting:

* Prepare summary of Society financial status-current account balances.

* Prepare summary of cash flow for previous year.

* Prepare summary of membership status:

• Number of Active and Associate dues paid.

• Number of Senior Members.

• List of names of members with dues in arrears for previous two and three years.

* Prepare summary of meeting expense/income to date.

* Prepare recommendation, if needed, for any change in dues or fees.

June to July

* Pay all expenses for annual meeting in conjunction with Local Arrangement Chairperson.

* Reimburse the Honored Guests for:

• Travel expenses, hotel, car rental for them and spouse.

• $500 honorarium and thank you letter.

* Reimburse resident award winter

• $400 honorarium and thank you letter.

• Travel expense and hotel expense.

* Pay hotel expense for Society President.

* Pay hotel and travel expense for the Local Arrangement Chairperson’s office assistant.

* Society President reimburses cost of beverages at President’s Dinner to Society.

August to September

* Compile income-expense statement for annual meeting in conjunction with Local Arrangement Chairperson including:

* Number of paid registrants and amount received.

* Number of exhibitors and amount received.

* Summary of expenses.

* Send statement to Members of Executive Board for review.

* Prepare annual meeting summary for CME underwritter (AANS) Due mid August. Must list income and expenses for annual meeting and a list of corporate contibutors. Also need to include a budget reconcilliation. Balance for CME services due to AANS.

December

* Prepare tax return documentsand submit to accountatnt

• List of Officers

• List of Annual Meeting exhibitors and support

• Annual Category summary report 12/1 to 11/30

* Prepare to mail membership dues notices

* Prepare Annual meeting Budget

Throughout Year

* Record in Quicken database all receipts and expenses.

* Transfer funds as needed between checking, savings and CD’s.

* Keep all physical receipts and account information on file.

* Make timely backups of Quicken account database and FileMaker Pro membership database and store in separate physical location.