The treasurer’s role is outlined below.
At all times
- Ensure all cheques are marked Not negotiable – account payee only
and the words or bearer are crossed out when you receive a chequebook from
- Ensure all cheques are signed by two approved signatories.
- Ensure all cheques are made out to a person and not to cash.
- Never sign bank cheques, even for people
- Ensure cheques are not signed by an employee or the principal, nor must
cheques be signed by two members of the same family.
- Make all payments by cheque, except for small payments from petty cash.
- Support all payments with invoices,
receipts and dockets.
- Ensure that Goods received and Paid stamps or markings appear on all paid
- When using photocopies of invoices as support for payments, ensure they
are stamped or marked Not previously paid.
- Take advantage of discounts.
- Operate petty cash on an imprest system.
- Issue receipts in sequential date order as per takings, for the total of
- Ensure two independent people are responsible for collecting and counting
- Issue receipts to people responsible for collecting and counting money.
- Check banking corresponds to receipt totals.
- Bank or securely store all money daily.
- Keep cashbooks up to date.
- Match the sequence of entries in the cashbook with the sequence of receipts
- Do not use white-out in the order book, cashbook, receipt books or chequebook
- Regularly transfer surplus subcommittee
funds to the main account.
- Keep an account of all receipt books, order books and chequebooks in a
register of accountable forms.
- Keep a register of equipment held by the P&C.
- Control plant and equipment to prevent theft and loss.
- File and hold all P&C records for appropriate periods (See Retention
- Ensure your employees are receiving the correct wages, leave entitlements
and pay slips.
- Keep your insurance and workcover payments up to date.
- Have an accessible copy of all industrial awards relevant to your employees.
- Keep your tax and superannuation payments up to date.
- Ensure you know what subcommittees exist and which ones operate a separate
- Reduce the number of subcommittee accounts to the minimum.
- Ensure that all accounts are using order books for purchases, official
receipt books to collect money and chequebooks to make all payments (excluding
petty cash payments).
- Ensure that a register of accountable forms
- Ensure that all accounts are current and balanced, especially if the financial
year has already begun.
- Present the following complete and up-to-date financial documents for each
account to the P&C monthly meeting:
- Sign off all financial reports.
- Have another executive member check the bank reconciliation before each
- Ensure all subcommittees present a financial report to each P&C monthly
- view the bank statement when checking the bank reconciliation
- check the bank reconciliation against the cashbook and initial both
- Monitor receipts and payments against budget.
- File all financial reports, bank reconciliations, payment
vouchers and any other documentation that may be required by audit to
verify the financial position of the P&C.
- Stocktake plant and equipment.
- Generate annual financial statements.
- If multiple accounts are held, combine annual financial statements from
the P&C and subcommittees into consolidated annual financial statements.
- Have annual financial statements certified by executive members of the
- Arrange audit of annual financial statements. Recommend an auditor with
appropriate qualifications and experience for appointment at the annual general
meeting for the following year.
- Send copies of the audited financial statements to your district Executive
Director (Schools) at your district office. Your principal can provide contact
- On receipt of a qualified audit report,
you must include a response addressing the reasons for the qualification when
logging the audited financial statements with your District Office.
- Prepare a budget for next year. Set up a committee for that purpose and
work with the members.