<%BANNER%>

UFIR



Florida 4-H Treasurer's Manual and Record Book
http://edis.ifas.ufl.edu/ ( Publisher's URL )
CITATION PDF VIEWER
Full Citation
STANDARD VIEW MARC VIEW
Permanent Link: http://ufdc.ufl.edu/IR00000864/00001
 Material Information
Title: Florida 4-H Treasurer's Manual and Record Book
Physical Description: Record Book
Creator: Jordan, Joy C.
Publisher: University of Florida Cooperative Extension Service, Institute of Food and Agriculture Sciences, EDIS
Place of Publication: Gainesville, Fla.
Publication Date: 2012
 Notes
Abstract: So you’ve been elected treasurer of your 4-H club! This 36-page record book will help guide you in your duties and responsibilities, and will be the official financial record of your club.
Acquisition: Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Diana Hagan.
Publication Status: Published
General Note: "Publication #4HGCR02"
General Note: "First published September 1990. Second edition published June 2002; revised February 2008, December 2009, March 2012."
 Record Information
Source Institution: University of Florida Institutional Repository
Holding Location: University of Florida
Rights Management: All rights reserved by the submitter.
System ID: IR00000864:00001

Downloads

This item is only available as the following downloads:

PDF ( PDF )


Full Text

PAGE 1

F lor i da 4 H T r e as u r e r M a n u a l P a g e 4H GCR 02 A Resource for 4-H Cl ub Treasure rs

PAGE 2

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 2 The Ro le of the 4-H Club Tr easurer ............................... ...... 3 Club Budget Your Club Budget .............................................. ............................4 Club Bu dg et Outline ......................................... ........................... ..5 Income and Expens es Income Club Dues ............................................................................6 Fu nd-raising ............................................................ .. .........7 Gu idelines fo r Pl anning A 4-H Fund-ra is er .......................8 Sample Fundraising Approval Form ............................... ..9 Donat io ns and Gr ants ....................................................... 10 P re paring Receipts ............................. ............... .................... .. 11 Maki ng De posits ..................... .................................................. 12 Ex penses .. 13 Bo ok-Keeping Using the Che ck R eg ister................................. ......................... 14 T he Treas ur er s Report ............................................................... 14 E nd of the Year Book-K ee pi ng ................................... ................ 15 Treasurers Club Record Bo ok Treasurer s Chec kl ist ............................... .................................. 16 Record of Cl ub D ue s................................................................ .. 17 M on thly Ledgers ....................................................................... 18 Check R egister........................................................................... 30 A nnu al Club Financial Report................................................... 34 Audit or s Report ........................................................................ 35 Appendix Gl o ssa ry ............................... ...................................................... 36 References ................................................................................. 38

PAGE 3

F lor i da 4 H T r e as u r e r M a n u a l P a g e 3 Congr at ulations on being your C lu b Treas ur er! Bei ng t he treasurer is a very importa nt po si tion in your c lu b. Y ou r f el l ow 4-H C lu b Members ha ve shown their c on f id e nc e in y ou by l et ti ng y ou ha ve this responsibilit y. As treasurer, you will be responsible for taki ng ca re of t he c lu mon e y, bank account s, or other money ma tter s. L et s take a cl os er lo ok at your d uti es $ Attend 4-H officer training if one is available If not, revi ew pages 3 15 t o learn responsibilities and methods to use. Look up terms, as needed, in t he glossary on page 36. $ K eep an a cc urate a cc ou nt of: all money r ec eived and its sources. paid expenses showing t o whom and w hy t he money w as paid. $ Learn h ow your County 4H Assoc ia tion w or ks, and about your resp on sibility as club tr easurer in w or king the associ at ion. $ Prepare and prese nt a summary of i nc ome and ex pe nses at each meetin g. Also, report t he current balance of all club a cc ounts. $ Deposit dues (if any) and any other money re ceived (f o r examp le f ro m a fund-raising activity) as soon as possible to the clu b acc ount with the County 4H Assoc ia tion Tr easurer. $ Give re ceipts for all mon ey r ec eived by the clu b. $ Pay m on ey out of t he club a ccount only as voted by t he clu b. Check re que st form wil l ne ed to be completed and submitted to County 4H Assoc ia tion Tr easure r. $ If the club has any bills, pay them promptl y and by c he ck if possible. Get a r ec eipt for all bil ls you p ay i n cash. $ Give an itemized a cc ount of funds upo n re quest by t he leader or club members. $ Chair your club finance a nd fund-raising c om mittees. U se the c om mittee to involve members in t he d ec is i on -making as well as in acc ompl is hing the b us iness of the c om mittee. T he finance c om mittee is responsible for d ev elopi ng an annual clu b budge t. $ Take respo ns ibili ty for the club funds until the next club treasurer i s el ec te d. An internal auditi ng c om mittee should approve the t a ccounts before they are turned ov e r to a new treasurer. In the event a 4H club disbands, the funds in t he club treasury must be ei th e r transferred to another chartered 4H club, or donated to the county 4H prog ra m. $ Complete and send t he Annual 4-H Financial Report to the county office at t he close of t he clu b year. T he report (see page 32 ) should be approved and signed by the local leader. $ Work wit h your 4H l ea d er to be sure you have properly fi led an IRS report of your clu earnings/income for t he y ea r, I F your club maintains its own bank acc ount.

PAGE 4

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 4 At the beginning of each ye ar, y ou r club office rs shou ld s it do wn with the club me mbers and determine wh at types of p ro jects and activities they wo u ld like to do du ri ng the ye ar. A ft er yo u have de c id ed what the club w ou ld li ke to do, you n eed to develop a club budget. A budget includes estimated in co me and expen se s for a s pe cif ie d am ount of time generally a ye ar. By doing this, you can se e ho w much money y ou r club n eeds to pa rticipate in the activities and p ro jects it h as se le ct ed. The budget shou ld be deve lo ped by y ou the club treasurer, wi th th e he lp of a budget/finan ce co mm ittee, and the guidan ce of y ou r club le ader. The budget/ finan ce committee may be compo se d of club members or club officers. Use the following q ue stions and budget ou tline on pa ge 10 to develop y ou r club budget. 1. How much money does the club ha ve no w? $_ Th is is y ou n ce on han or beginning balan ce for the ye ar. 2. Wh at activities are be in g pla nn ed by the club du ri ng the coming ye ar (club trip, comm unity se rvice activity, etc.)? Be side each activity put an estimate of ho w much money wi ll be n eeded for the activity. 3. Make a l is t of club pr ojects th at ha ve ad u lt or teen leaders (dairy, clothing, etc.). As k each leader what the ir plans are and ho w much money they wi ll need to carry ou t the ir pla nn ed p ro je ct activi ties Write th is amount next to each p ro ject. 4. Wh at coun ty or s ta te events will membe rs be par tic i pa ting in du ri ng the coming ye ar (s ummer camp, State 4-H C on gre ss s ta te fa i r, etc.)? How mu ch shou ld the club p ro vide for members who otherwise cou ld no t go? 5. Do any of the club of fice rs have any expenses? For example do you anticipate film and deve lo ping costs for the club reporter or historian? or do you plan to buy ja ckets or t-shirts this ye ar? 6. Wh at ab ou t club awar ds (officer pins, end-of-theye ar re cognition for club members, etc.)? Wh at about meeting expenses? 7. Wh at fund-raise rs are y ou r club pa r tic i pa ting in and ho w much do you expe ct to raise fr om the m? I s your club ch arging membership du es and if so, ho w much?

PAGE 5

F lor i da 4 H T r e as u r e r M a n u a l P a g e 5 L et s take a cl os er lo ok at t he pieces that make u p your budget. As c lu b trea surer, you are i n charge of al l t he mo ney that comes into a nd goes out of your c lu b. The money that comes in to your c lu b is call income, a nd the money that your c lu b p a ys out is called your c lu ex penses In co me is money you rec ei ve from things su ch as dues, fund-raisers, a nd donations. Expenses are things that your c lu b pa ys f or su ch as supplies f or meetings or proj ec ts and scholars hi ps. The first part of this s ec ti on will focus on h ow t o deal wi th t hr ee t yp es of income c lu b dues, fund rai sers, and d on ations a nd grant s. Club D ues Th e most comm o n ty p e o f inc o me yo u w ill r e c e ive is c lu b d u es M an y 4 -H Clubs ch a r g e m e mbers so me ty p e o f d u es This giv e s t h e c lu b m on e y to pa r tic ipa t e in gr ou p pr o j e cts an d do t h e activ iti e s t he y w an t to do. So whe re do c lu b d ue s come fr o m? Yo u r c lub d ue s may be se t in y ou r c lu b co ns tit u tion o r an nually by you r c lub m e mbersh ip as yo u p re pa r e y ou r an nual c lu b b u dget. T ry to ke e p d ue s low a n d inst e ad lo o k at a lter n ative t h ings su ch as fu nd -r a i s ing as a s ou rce o f inc o m e Whe n t h e c lu b me mb e rs pay t he ir d u es it is imp o r t an t th at t he ir p ay m en t is reco r ded o n a Du e s F o rm l ike t h e on e be lo w. F o rms to reco r d y ou r c lub d ue s are l o cated o n pa g e 17. D u e s Form $ 2 / M o nth N a me 8 11 09 9 15 09 J an e $1. 0 0 $3. 0 0 Ry a n $2. 0 0 $2. 0 0 S t e ve $4. 0 0 T otal $3. 0 0 $9. 0 0

PAGE 6

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 6 Club F und-rais i ng Fund-raising is a great way for y ou r club to generate inco me for the ir pla nn ed activi ti es F undraise rs shou ld be fun fo r all of the members to pa r tic i pa te in so th at it will be p ro fi ta ble. The clu b, un der y ou r le adersh ip as treasure r, shou ld come up w ith ways to raise the mo n ey This is the ch al le nging, ye t fun pa r t. The re are so me things you shou ld co ns id er when pla nning a fu ndra ise r. Be low are so me ideas and things to think ab ou t when pl a nn ing a fu nd-raise r. The re are al so very s pe cif ic rules fo r using the 4-H name and emble m. A comple te l is t of these rules and other gu id elines yo u shou ld follow when doing y ou r 4-H Club Fund-Rai se r are on the ne xt page al on g wi th a sample for m. Always check with y ou r coun ty 4-H Offi ce for specific county policies, p ro cedures and requ ir ed fo rms. Here are some questions to assist you and the club in decid in g h ow to rai se money: 1. Bas ed o n y ou r c lu b plann ed p ro gram, how much money do you really ne ed to r ai se ? 2. Will the re be on e big, major fu nd-raiser or several di fferent smalle r on es ? 3. Who wi ll have the re sp on sibil ity of co ord in ating each fu n dr aise r? In ma n y organizations, th is is the tr easure resp on sibil ity and he/she ofte n h as he lp from a finan ce commi tt ee Your club cou ld even set up a fu nd-raising committee, with you or another me mber as the ch airperson. 4. Wh at will be the fu nd-raise r( s )? Brainstorm for ide as at a club meeting or with y ou r f in an ce/fund-raising committee. Be l ow are some ideas for a fund-raiser, but yo ur c lu b does n ot have to li mit i ts ideas to thi s li st: Au ct i on s G ar a ge/ Y ard Sal e s B a b ys itting W alk a T ho n B ik e a T ho n Car W ashes H o l i day D e co r ati on s Da n c e s Pr o d u ct Sal es : H o m e made Cr a fts, B a k e Sal e s Most county Extension offices require app ro val for fu nd-raise rs planned by a 4-H clu b. Pl ease wo rk close ly wi th the 4-H Agent and Coun ty Extension Dir ector when planning y ou r fun dr aising events.

PAGE 7

F lor i da 4 H T r e as u r e r M a n u a l P a g e 7 G UIDELINES FOR P LA NNING A 4-H FU ND-RAISER It is important to es ti mate the am ount of mo ne y y ou r club will raise from a fundraise r. In most co unti es pre-app ro val is n ee ded in order to s ta rt a fund-raising activity. This fo rm m ay loo k like the sample on the ne xt page. Check with y ou r co unty 4-H extension office to se e if the re are limits on ho w much yo u can raise and if the re are any special restrictions on extremely large fu nd-raisers. $ Keep f und-rais in g to a minimum In other words, on ly raise mo ne y if it is n ee ded and will be u se d for a s pe cific education al p ro ject. It is no t just to add fun ds to y ou r club ac count. $ Get approval. Be fo re using the 4-H n ame o r emblem (green fo ur-le af clover with each clover leaf) on p ro ducts clu b me mbers have made or produced, contact y ou r local extension office fo r app ro val. DO NOT put the 4-H n ame or emblem on commercial p ro ducts y ou r club is selling as a fund-raise r, un les s it h as be en app ro ved. Review the Fact Sh ee t for regulations on using the 4-H Na me and Emble m, which is available on line at http://fl or i da 4h.org/c lu bs / fil es /fs_emble m_ g uide lin es.pdf Also, seek o ther app ro vals, as n ee ded, from y ou r county. $ Pl an effe ct ively. Plan the fund-raising activi ty so th at th e customer will receive value for the mo ney t hey spend and y ou r club members can have fu n. Raffles and games of ch an ce should be av o id e d. $ P ro mote it. On ce you have de cided on a fu nd-raising activity, GE T T HE WO RD OUT! In fo rm the public and potential customers of the fu nd-raise r. Ma ke su re to answer th es e qu es tions: What is the name of the event? County Auction, Holiday Dance, Car Wash Who is selling the product or performing the service? Your 4-H club What are you raising money for? camp, community service project When and where will the fund-raising event take place? date, time, location, approval to use location $ Keep it a learning expe ri en ce In ad dition to raising mo n ey a fund-raiser should al so he lp the members of y ou r club to get to k no w each other better, develop team wo rk s ki lls am ong the members, and makes y ou r gr ou p more vi sible in the comm unit y, le arn about budgeting, iden tify ing and using r es ou rc es Think about various leadership roles membe rs can ta ke to plan and co ndu ct the fu n dr aise r, i.e. marke ti n g, recognition, qu al ity co nt ro l, s al es ch air o r othe rs as iden ti fie d.

PAGE 8

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 8 SAMPL E 4H CLUB FUNDRAISING AP P RO VAL FORM Clubs are required to get prior app ro val for fund-raising. M an y co un ti es have d es igned s pe cific fo r ms to do this. He re is a sample of some of the required information. Che ck with y ou r coun ty 4-H Agent for the app ro priate fo r m. S ec tion 1: Re qu e st f or Ap p r oval f or F un d r ais in g P r o j ec t Cl u b: Cl u b L e a d e r : M ai l i ng A dd r e s s: De sc r i p t i on of Propos e d Proj ec t : P u rpose of Proj ec t ( W h a t will pro c e e d s be u s e d f or a nd wh e n?) Nam e s of ad ult s r e s p o n si b l e a n d on si t e a t a l l t i m e s: Th i s r e q u e s t pr e p a r e d by: D a t e subm i tt e d : S e c tion 2: Ex te n sion S er vice R e s p o n se D a t e: R e vi e wed B y: App r o v e d : D a t e: Y e s : Sp ec i a l In s t r u c t i ons or Con di t i ons: N o : R e a s o n ( s): B y W hom: N ot i f ica t i on t o Cl u b : P e rson N ot i f i e d : D a te :

PAGE 9

F lor i da 4 H T r e as u r e r M a n u a l P a g e 9 Club Donations The re may also be ti mes when y ou r club receives d on ati on s fr om people wanting to sup po rt 4H. Do nati on s include mo ney as well as d on ated p ro ducts for use in a fun dr aise r. When the gi f ts are co nsidered s mall ($100 or less in value), the cl ub m ay co ordina te the p ro cess. However, if the value of the gi fts excee ds $100 or if the person wo u ld like to receive a documenting letter for a tax benefit, then your club s hou ld seek he lp fr om the Coun ty Extension Office. For mo re information on fund-raising and receiving d on ati on s/gifts, se e the F undr aising Fact Sh ee t Procedure for Handling 4-H Accounts: Guidelines for Fund-Raising (DLN 4H255) available online at http://edis.ifas.ufl.edu/4H255. Gr ants Gr an ts are a no ther w ay for y ou r club to generate inco me for their pla nn ed activiti es However, it is very important that you and y ou r club unders ta nd what a gr an t is and ho w the mo ney can be u se d. A grant is mon ey gi ven in retu rn for action promised. In other words, a s pe cific amount of mo ney is given to y ou r club with the unders ta nding that it will be us ed on ly for an agr eed upon purpo se If y ou r club does no t use the mo ney for the ag r ee d upon purpo se the money will n ee d to be returne d. Gr an ts are o ft en one-time allocations th at c an be u se d to s ta rt a p ro gr am or pr oject. Ve ry few gr an ts are re newable. While gr an ts can play a vital role in s ta rt ing a new p ro gr am or helping maintain a new p ro gr am for a s ho rt period of time, it may be a better use of yo ur ti me an d effo rt to find re newable s ou rc es of inco me for y ou r club. If you de cide th at a gr ant is the best c ho ice in generating inco me for a pa rticular pr oject, you will ne ed to mak e su re th at y ou r club: h as clo se ly matched the p ro je ct or pro gr am to be fu nded with the clu area of inte re s t. h as app ro val fr om the Coun ty 4-H Agent and h as se cu red documentation to p ro ve they have federal inco me tax exemption to p ro vide to the gr anto r. h as a g ood record and enjoys strong sup po rt fr om y ou r co mmu n it y. is able to de m on strate on pa per the expertise, experience, and ability to carry ou t a p ro ject. follo ws sound management practices, including p ro per budgeting an d ac counting practices.

PAGE 10

PROJEC T ED E XP E N S ES A M O U N T C l u b A c tiviti e s: $ C l u b P r o j e ct s : Ev e nts P a r t i c i p a t i o n : C l u b Of f i c e r s: C l u b Aw a r d s : C l u b Meeti n g s : T O T A L E S T IM A T E D EXP E N SES $ M i n u s Ba l a nce o n H a nd ( Beg i n n i n g B a lanc e ) : A m o u n t N e e d e d t o be R a i sed: P ROJE C T E D I N C O M E F ROM FU N D R A I SERS A MO U N T D ues ( i f y our club col l ec t s d u es): $ Fu nd R a is e r s: l ist each s e p arat e l y To t a l Es t i mated I n c o me: $

PAGE 11

F lor i da 4 H T r e as u r e r M a n u a l P a g e 11 nnee es-US es-US es-US r es-US es-US es-US es-US es-US n rs x C lub Me mb e rs A ug ust D ue s e rs 3 00 When you receive mo ney fr om some on e, it is important to write them a receipt. A rece i pt is a written fo rm recording the amount of mo ney receive d. With ou t a receipt, you ca nnot pro ve th at y ou r club received the mo n ey Yo ur club s ho uld have a receipt b ook with prenu mbe re d duplicate pa g es Use the sample receipt below for re fe re n ce Jane Smith Clover Fu nd -raise r T en D o ll ar s 10.00 x Pre-numbered Duplic ate Give the origin al to the customer, and you ke ep the duplicate co py When receiving dues from members, it is no t ne cessary to write t he m individual receipts since you recorded the transaction on y ou r dues fo r m. You should, however, make on e receipt for the entire amount at the end of ea ch m on th like the on e be low Club Mem be rs August Du es Three D o ll ar s 3. 00 When you ho ld a fu nd-raiser su ch as a ba ke sale or a car wash, it is no t ne cessary to write each customer a re ceip t. Write on e re ceipt for the total am oun t, like with the club member du es

PAGE 12

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 12 All the fun ds y ou r club receive s should be de posited into the clu account immediately with th e Treasurer of the Coun ty 4-H A ssociation or foundation. Follow the co unty p ro cedures for making y ou r depos it s. So how do you make a ba nk deposit ? Follow th es e simple steps: $ Total y ou r receipts and then total the amount of mo ney you have in cash and checks. The t wo totals should equ al on e a no the r. $ En dorse all ch ecks right be fo re you depos it th e m. Endorse means write on the back of the check ( at the to p, on the lin es ) like so: Yo ur club may have a stamp f or this purpose. $ Fill ou t the depos it fo rm given to you by the co unty 4-H as sociati on Deposit fo r ms usually loo k like the on e be lo w. Ma ke su re to fill it ou t comple te ly. D ep o s i t T i c k et C as h $13.00 C o un t y 4 H A s s o c ia t i o n A u g us t 20, 20 1 1 H O ME T O W N B A N K 2 1 7 3 24 5 3 8 9 00 C he c k s #2345 $ 10.00 Subto t a l $23.00 Le s s C a s h T o t a l D e p o s i t $23.00 $ When entering che ck s, you should lis t each on e se pa rately. If the re is no t enou gh r oom on the fr on t, you should use the back of the deposit slip. For Deposit Only Steve Treasurer Golden Clover 4-H

PAGE 13

F lor i da 4 H T r e as u r e r M a n u a l P a g e 13 Expen se s are things y ou r club must pay fo r. Th es e things include supplie s for m ee tings and p ro j e ct s, s ch olarships to 4H events, or o th er ed ucation al purposes th at are part of y ou r pla nned pro gr a m. So how do yo u pay for all of th es e things ?? With y ou r income, of co u rs e! !! Knowing what y ou r club can and ca nnot pay for is a big part of your job. Check with your 4-H agent to determine if there are things you cannot spend your money on. W RI TING CHECK REQ U ES TS Writing a check request fo rm is the w ay you will pay for things ou t of y ou r club ac coun t. Make su re yo u have the co rrect check requ es t fo rm fr om y ou r Co unty 4-H A ssociation and that all receipts are atta ch e d. Follow the instru ct ion s they p rovide for you as to ho w far in ad van ce you must requ es t a check befo re it will be mai led to you. Remember: 1. Re co rd all checks/ ch e ck requ es ts in y ou r che ck register at end of th is b ook. 2. Repo rt at club meeting all mo nthly expenditures and income.. 3. When the Coun ty 4-H A ss ociation Treasurer sen ds you y ou r m on thly s ta tement you n eed to balan ce the s tate ment against what you have entered in the mo nthly expense ledger.

PAGE 14

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 14 No w that y ou und er sta nd c lu b budgets, income, and expenses, i t i s important t o le arn h ow y ou ke ep tr ack of all of the se transactions. This Tr easure Book prov ides space to record the se trans actions be gi nni ng on pa ge 18, and sho ul d be used by al l c lu bs ev en i f held wi thin the county 4-H association the se are good skills t o know. Work wi th t he County 4-H As so c ia ti on Tr easurer and Club Leader. U SI NG THE C HECK R EGIST ER All of y ou r deposits and chec ks must be recorded in a ch e ck register The check register allows you to se e al l of yo ur transactions and ke ep a r unning balan ce of ho w much money you have in y ou r checking ac count. A paper-based check register h as been included in the back of this b ook for t ho se who prefer a pa per-a nd-pencil met ho d of ac counting. More te c hno logically s av vy treasurer m ay fi nd it us eful to use on e of the many so ft ware p ro gr a ms are av ailable for b ook kee pi n g. Follow the sample be low when filling ou t y ou r club check register. Yo u r coun ty can p ro vide you the check numbers and dates wr itten to compa re to your re co r ds each mo nth. Ch e ck # Date De s cr i pt i on P ay ment (-) De p o si t (+ ) Ba la nce ( 25 24) 464 8 15 09 4 H M a ll Cl u b s u pp l i e s $1 0 .00 $1 5 .24 8 20 09 D ue s a n d d o n a tions $2 3 .00 $3 8 .24 It is VERY i mp ortant to ke ep an ac cura te ac count re gi ster! If you do no t do this, y ou r ac co unt balan ce will be off, and you will no t k no w ho w much you can spend. T HE T REASURER S REPO RT As the tr easure y ou r job to keep the club up to date o n ho w t hey are doing financially. You can measure this by writing each of y ou r incomes and expe ns es in the Mo n th ly Ledger like you do in the check regis te r. At each club mee ti ng the re should be a pl a ce on the agen da for your report. You should info rm them of the beginning balance, all of the expen se s paid all of the inco me brought in and then the ending balance. This should be verif ie d with the bank statement the co unty 4-H as sociation will se nd you each mo nth. A ft er the report, the club will vo te to app ro ve the report, and then this be comes pa rt of the official r ec ords of the club and it is attached to the mo nthly ledger of expenses and income.

PAGE 15

F lor i da 4 H T r e as u r e r M a n u a l P a g e 15 E ND OF THE YEAR BOO KKEEPING At the end of y ou r 4-H ye ar, the re are so me s pe cial things th at must be d on e with y ou r b ooks. Your coun ty 4-H agent wil l require you to submit an Annu al 4-H Fi nanci al Repo rt th at reflects the cu r re nt s ta te of your club finances. The Coun ty 4-H A ss ociation will ask for this report and file the app ro priate I RS T ax Return for all clubs ho lding their fun ds with the Associati on An nu al 4-H F in ancial Report The Annu al 4-H Fi nancial Repo rt is similar to an audit You shou ld complete this fo rm and pass it al on g to an auditing committee for their re vie w. An au di t is where the finances are reviewed to make sure th at the mo ney was us ed app ro priately and the re are no differences bet we en the tr easure records and the ba n ks recor ds he ld by the Coun ty 4-H A ssociati on The auditing committee shou ld be compo se d of two club members and two ad ult volun te ers. Clubs should complete this step at the club le vel even thou gh you do no t ha ve an individual chec ki ng ac coun t. In the back of this b ook, you will se e a form fo r the Au dito Report As the tr easurer, you shou ld submit y ou r re co r ds for the auditing committ ee revie w. Out to the side you will se e a list of thi ngs th at ne ed to be handed over. On ce the committee h as th es e records, they can complete the fo r m. A fter the committee has completed the report, you should se nd a co p y of the Au dito rs Report and the An nu al 4-H Fi nancial Repo rt to theCoun ty 4-H A ss ociation and retain on e co py of the repo rt for y ou r records. At the end of the b ook, you will se e a Treasu Summary fo r you to fill ou t. This is to certify th at you have kept ac cura te recor ds and to the be s t of y ou r k no wledge the recor ds are co rrect. If club ele ct ion s have be en held, you should fill in who the new t reasurer will be. F il ing with the I RS All IRS fo rms, unles s a s pe cial club exemption is in order, will be filed for the clu bs by the Coun ty 4-H A ssociati on

PAGE 16

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 16 4-H cord Book At the Be ginning of the Ye ar Atten d 4-H Offic er Tr aining Me e t with the finance/budget committ ee and your clu b leader and set the budget for the year. Review t he T re asur Summary from the pr ev io us yea r. We ek Make sure that all bills are paid. Check to verify th at a ll money the clubs has received has been de posite d i nto the bank. Month Check ban k/ coun ty statements agai ns t yo u r records. P re pare monthly club repor t. Compare Monthly Ledger with the Check Registe r to make sure th ey are a ccu rate. Deposit all money with the County 4H Assoc ia ti o n. Make sure that bi l ls for the month have been pai d a nd recorded. At the End of the Have the A ud iting Committ ee review yo ur record s. Comple te the A udit Repo rt and Annual Financial Repor t. Turn in A ud it Repor ts to County 4H Associati o n. Sign over the b ook s to the new t re a su rer.

PAGE 17

F lor i da 4 H T r e as u r e r M a n u a l P a g e 17 RECORD O F CLU B DUES Note: There are no official 4H club due s, except i n clubs in wh ic h member s vote to pay dues. I f your club has voted t o d o this, en ter t he amount paid by each member each month Amount of dues to be paid: N a me o f Memb e r Ja n Feb. M a rch A p r il M a y J un e J u ly Au g. S e pt. O ct. N o v D e c. To t al M onth l y D ues

PAGE 18

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 18 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 19

F lor i da 4 H T r e as u r e r M a n u a l P a g e 19 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 20

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 20 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 21

F lor i da 4 H T r e as u r e r M a n u a l P a g e 21 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T T OT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 22

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 22 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 23

F lor i da 4 H T r e as u r e r M a n u a l P a g e 23 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 24

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 24 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 25

F lor i da 4 H T r e as u r e r M a n u a l P a g e 25 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I V ED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 26

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 26 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAN D A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 27

F lor i da 4 H T r e as u r e r M a n u a l P a g e 27 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EG I N N I NG O F T HE MON T H $ LUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 28

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 28 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 29

F lor i da 4 H T r e as u r e r M a n u a l P a g e 29 MO NTHLY LEDGER FO R INC OME AND EXPENSES MONTH: B EGINNI NG BALA NC E: $ C A SH R E C E I VED (I N C O M E ) C A SH P AI D O UT (EXP E NS E S) D A T E S O URCE A MOU N T D A T E S O URCE A MOU N T TOT A L I NCOME $ T OT A L E XP E NS E S $ B A L A NCE O N HAND A T T HE B EGI N N I NG O F T HE MON T H $ PLUS I N C O ME FOR T HE MON T H + $ M I N U S E XP E NS E S FOR T HE M O NTH $ B A L A NCE O N HAND A T E ND O F MON T H = $

PAGE 30

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 30 C HE CK REGISTER Beginning Date : Beginning Balance: I f your a cc ount is with the County 4h Of fi ce, use th is regi st e r to keep a record of your c heck req ues ts and r ec on cile it with the statem ent from Ch e ck Da t e Desc r i p t i on P a y m e nt Deposit Balan c e E nding Balan c e :

PAGE 31

F lor i da 4 H T r e as u r e r M a n u a l P a g e 31 C HE CK REGISTER Ch e ck Da t e Desc r i p t i on P a y m e nt Deposit Balan c e E nding Balan c e : Beginning Date : Beginning Balance:

PAGE 32

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 32 AN NUAL 4-H CLUB FI NANCIAL REPORT CL UB : TR EA SU RER: CLUB LE A AME: I. Treasu Repo rt A. Treasu b ook is complete Y es No II. Statement of An nu al Income and Expen se s A. Acc oun t Opening Balan ce as of /_ /_ B. Opening Balan ce $_ C. Total Income for the Ye ar $_ D. Total Cash Available for the Ye ar (B+ C) $_ E. Total Expenses for the Ye ar $_ F. En ding Balan ce (D-E) $_ G. En ding Balan ce as of (date you completed this fo rm) /__/ T REASURER S S TATEMENT : I h ave completed th is re co rd b ook for 4-H ye ar begi nning on /__/__and ending on / / to the be st of my k now le dge. All transactions have be en in keeping wi th the clu budget goals and policies. Treasu Signatu re Date

PAGE 33

F lor i da 4 H T r e as u r e r M a n u a l P a g e 33 AUDITOR S REPORT (C o mmittee of two or more members and two 4-H volu nte ers.) The Treasu b ook h as be e n e xamined o n and fo und to be co rrect after the following adj us tm en ts or changes we re made: (Write NONE if the book is co rrect ) A ft er re vi ewin g the A nnual 4-H Club Financi al Repo he Month ly Le dge rs for Income and E xp enses the Ch e ck Regis and othe r club records, we h ave fo und that all transactions h ave be en made in keeping with the clu budget, go al s, and policies. Au diting Co mmittee (sign atures This form, along with the Annual 4-H Financial Report should be submitted to the County 4-H Office by (Date)

PAGE 34

F lor i da 4 H T r e as u r e r M a n u a l Pa g e 34 Glossary of Fi na n ci al Terms A cco unt Ba lan ce: the total amount of mo ney in an ac count after ad ding all mo ney re ceived and su btracting all mo ney paid out fo rm the beginning am ount in the ac coun t. An nu al 4-H F in ancial Report : a ye arly report that provides a summ ary of the clu us e of fun ds du ri ng the ye ar. This repo rt should be reviewed by the auditing committ ee Au diting Com mittee: review the a nnual financial report, compares the clu ending balan ce to the ba nk statement and chec ks to make su re the a mo un t of expenses and inco me recorded by the treasurer is correct. Bank Statemen t: a m on thly repo rt fr om your ba nk th at lis ts all of the deposits made and fun ds ta ken ou t during the mo nth. This should be compared wi th y ou r m on thly ledger and check register for ac curacy. Bill s: no tices of mo ney owed no rmally sent and received thr ou gh the mail (examples phone bill and a bill at a re s ta ur an t which is not delivered by mail but given to you by y ou r waiter or waitress ). Budget: a ye arly plan of the clu bs inco me and expenses. In c ome sh ou ld al ways equ al or be slightly over the amount of expen se s you have du ri ng the ye ar. This budget should be writte n by the club treasure r with help from the clu budget co m mittee, pr es ident, and club leader. Che ck: a pi ece of pa per given to an ac count ho ld er (y ou r 4-H clu b) by the ba nk so that y ou r club can use it to pay a bill or buy an it em; it has the same value as cash. Che ck Register: an on going list of fun ds you receive and pay ou t. Th is allows you to ke ep a r unning balance of ho w much is in the clu ac co unt. Club A cco unt: where the clu mo ney is ke p t; the clu b may add m on ey to their ac count or ta ke so me ou t to spend on activiti es or pr oje ct s Deposi t: bringing any mo ney the club has earned or received to th e ba nk for the ba nk to pu t in the clu ac coun t. Endorse : to sign the back of a chec k i n o rd er for it to be depos it ed into y ou r club coun t. Whe n yo u endorse the check, yo u should write For De pos it Only nd y ou r club's n am e, and then sign i t. Yo ur club may have a stamp for this pur pose

PAGE 35

F lor i da 4 H T r e as u r e r M a n u a l P a g e 35 Ex pe nse: mo ney th at the club spends on p ro je ct s, activities or on pu rc h as in g items; this amount of mo ney is taken ou t of the club ac co un t by either writing a check or ta king ca s h ou t of the club ac co un t. Funds or Treasury: the am ount of ca sh av ailable for the club to use on a p ro je ct or activity; the clu fu n ds o r treasu ry is usually kept tin a club bank accoun t. Incom e: mo ney e arned or received by the club from a fu nd-raiser or d on at i on s; this money should be depos it ed into the club account. IRS Report: An IRS fo rm (990 EZ) th at must be filled ou t every ye ar. It must refle ct all inco me received du ri ng the 4-H ye ar. This must be filed within 5 m on ths of the close o f y ou r progr am ye ar. Mo n th ly Ledger : a m on thly ac count of all inco me and expen se s in detail. This should be u se d as a basis for giving y ou r m on thly repo rt at each club meeting. Re ce ipt: written fo rm re co rding the amount of mo ney th at w as received fr om a fund-raise r, club du es or so me other ty pe of income. F LORIDA 4-H T REASURER S B OOK R EFEREN CE S : Du ties of the Tr easu re 1) Te xa s Agric ul tural Ex te nsion Service 4-H Cl ub Treasurer s Record Bo o (p ag e 1) 2) Michigan 4-H easurer s Record Bo o (p ag e 1) Du ties during the 4-H Ye a r Te xa s Agric ul tural Ex te nsi on Service 4-H Cl ub Treasurer s Record Bo o (p ag e 1 & 2) Ha n dl ing Money Te xa s Agric ul tural Ex te nsi on Service 4-H Cl ub Treasurer s Record Bo o (p ag e 2 & 4) Your Cl ub B udg e t and Cl ub B udg et Out lin e Taken di rectly from : A la chua Coun ty 4-H Cl ub Tr ea surer s Bo ok (p ag e 6 & 7) Fun dra ising A la chua Coun ty 4-H Cl ub Tr ea surer s Bo ok (p ag e 8 & 9) Mon thly Fin ancial Ch arts A la chua Co unty 4-H Cl ub Tr easurer s Bo ok (p ag e 24) Su mmary and Au di tor s Report Te xa s Agric ul tural Ex te nsi on Service 4-H Cl ub Treasurer s Record Bo o (p ag e 12)

PAGE 36

SU MMARY Date Bank a cco unt is in: County 4-H As sociation I certi fy that t hi s Tr easurer ook contains a correct statement of receipts and expens es of th e club. Cl ub T Si gn ature