Treasurer

UNLV Alumni Association Leadership Development Day

March 3, 2012

The Basics

The chapters operate under 501(c)3 umbrella of the UNLV Alumni Association

Each chapter has a sub-account with the association

The chapter board of directors is responsible for activities conducted under the name of the chapter

Steve Barela in Alumni Relations functions as the “Bank Teller” and accepts deposits and distributes checks

Mission

The UNLV Alumni Association exists to promote a strong relationship between UNLV alumni and the university community by providing volunteer leadership, support and other resources for the benefit of UNLV and the Association.

Responsibilities of the Treasurer

Track and report budget and income and expenses on behalf of your chapter board

Deposit funds collected from events, donationsSubmit check requests and other documents as needRecommend chapter financial policies and

proceduresKeep up-to-date with association financial policies

and proceduresReconcile chapter financial records with those of the

association and report issues in a timely manner

Responsibilities of the Association

Maintain financial policies and procedures to protect the assets of the association and its chapters

Protect the nonprofit status of the associationEnsure the association's accountant is accurately

managing chapter accounts as expectedReport account balances on a quarterly basisPrepare annual tax return (the dreaded 990)Prepare and submit association and chapter bi-

annual financial audit to Board of Regents (roughly a $30,000 expense)

Chapter Board Authority

Board reviews and approves activities of the chapter

Before each activity, a budget and the activity must be approved by the board

Any expense outside the board-authorized amounts may or may not be paid, depending on the decision of the board

Budgeting

Goal: Create annual budget approved at annual retreat or start of fiscal year

Objective: Establishes a plan for chapter activities and financial expectations for coming year

Budget should include: Income projections Expense projections Projected net income (loss)

Sample Budget

INCOMESponsorship $700Mixer tickets $100

EXPENSEInvite to mixer $300Mixer F&B $350

NET INCOME $150

How to Spend Chapter Funds

Complete a Check Request formInclude either:

Invoice with completed W-9 Receipts for reimbursement

Send check request and materials to Steve Barela: Steve.Barela@unlv.edu or fax to 702-895-4282 Box 451010, 4505 S. Maryland Pkwy., Las Vegas, NV

89154-1010

How to Deposit Chapter Funds

Complete a Chapter Deposit formInclude deposit items such as cash, checks,

credit card slips. We’ll process credit cards for you!

Schedule appointment with Steve Barela to make the deposit **IMPORTANT** Steve is the “bank teller” and only

employee with access to the safe. Make sure he is available to receive your deposit

Consider asking your liaison staff member to walk the deposit to our office

Steve.Barlea@unlv.edu or 702-895-2378

How to Deposit Chapter Funds (cont.)

At the office, Steve will confirm the deposit and provide you with a signed copy of the deposit form. This is your receipt. Claims of missing deposits WILL NOT be honored without presentation of valid receipt.

Member Dues

Automatically transferred to your chapter account

Member dues are transferred monthly to your chapter account

Treasurer will receive report itemizing dues paid

Bank/Accounting Charges

Credit card transaction fees of 3.9% will be billed to your chapter account on a monthly basis

At this time, the association picks up the cost of accounting fees and bank charges not otherwise outlined above

Reporting

Alumni Relations staff will prepare quarterly reporting which covers: Membership Dues Bank card fees

The accountant will report chapter account balances quarterly as well

Annually, the accountant will prepare year-end chapter account balances

Audit

When the treasurer receives quarterly account balances, verify your records match the numbers reported by the accountant

If a discrepancy is found, notify Steve Barela immediately

Recommend each chapter establish an audit process that includes other board members who review transactions in detail to safeguard against loss and errors in reporting

Next Steps

Create a 3-ring binder for chapter finances and organize into the following information: Chapter budget Chapter account register Copies of Check Requests and Deposit forms Reports from the Alumni Association Treasurer reports to your chapter board Instructions/forms

Transfer the finance binder to the new treasurer at the end of your term

SPONSORSHIPS AND FUNDRAISING

Generating Non-dues Income

Chapter Sponsor Programs

Provide Visibility Web site, newsletter, emails, events, announcement at

event

Create Opportunities Events/programs, networking

Sell! Personal emails, phone calls to partners Cold-call for new sponsors, bargain & negotiate, mid-

year discounts

Value Proposition to Sponsors

Provides an opportunity for sponsors to develop a partnership that will result in increased visibility among the chapter’s members and the university

Show support for UNLV

Engage Alumni

Discounts for existing sponsors and members

Sponsor Program Goals

Secure partnerships for mutual beneficial or WIN-WIN relationship

Increase sponsor support and exposure at individual events relevant to sponsor business

Increase sponsor awareness through multiple communications channels

Create affordable annual and event sponsorships

Communication

Quarterly emails to sponsors to ensure they are abreast of chapter events and programs and new opportunities

Sponsors receive benefits though three areas: Brand Awareness Networking/Marketing Tax Deduction

Sponsor Benefits Ideas

Complimentary tickets to Chapter eventsOpportunities to meet membersLiterature distribution at events/programsPodium recognition for Event SponsorsLogo on websiteTax deduction

Pricing

Price based on expected attendance Include guests, university staff

Suggestion: $250 for events with expected attendance of 50 or less $500 for events w/ 51-100 people $750 for events w/ 101-150 people $1,000 for events w/ more than 151 people

Tax-Deductable Receipts

For the association to issue receipts for donations or gifts-in-kind or gifts of service, complete a FUNDRAISING REPORT FORM

Alumni Relations will work with you to ensure your chapter receives credit for the donation and the donor is properly receipted