15B Secretarys Financial Duties CHECKLIST

Secretary’s Financial Duties - CHECKLIST

Receive all payments and bills. Prepare DEPOSIT REPORTS and EXPENSE WARRANT reports for the Treasurer.

RECEIPTS

Receive checks and cash

Pay careful attention to POST in correct ACCOUNTS

Print a DEPOSIT REPORT for the Treasurer for him to prepare bank deposit slip

Print Deposit Report for Secretary’s 3-ring binder

For DUES RECEIPTS

Prepare Dues Card with GOLD SEAL if payment includes a LYPMGC donation

Mail Dues card

Update Excel Database with Address corrections, update NPD code as ‘pd’

Submit GL-705 for address corrections

EXPENSES

Prepare EXPENSE WARRANT for all expenses

POST invoices in correct Accounts and/or Liability Accounts

Prepare mailing envelopes with postage for Treasurer to mail after writing checks

For payments that will not be mailed, such as to Officers, etc.

Prepare envelope in which Treasurer will place check, then give to Officers

Enter check numbers in QuckBooks when Treasurer files ‘Expense Warrant’ in the Secretary’s office.

Print copy of Expense Warrant for Secretary’s 3-ring binder and for Treasurer (attach receipts/invoices to be paid) to write checks

RECONCILE QuickBooks database monthly against Bank Statement

Print reconciliation reports and give to Treasurer to file in Lodge Treasurer’s file draw

Stated Communications (as determined by the Craft in January for the ensuing year)

Prepare ‘Treasurer’s Report’ and attach to minutes in absence of Treasurer

Authorize Secretary & Treasurer to pay approved budget expenses

File State Sales Tax

C:\Secretarys How to Guide\15 Secretarys Financial Duties\15B Secretarys Financial Duties CHECKLIST.doc