Treasury forms and procedures for Chapters 

Here are the forms and procedures  for all chapters and starting-chapters of AID to use for maintaining accounts, which is required for uniformity and consistency of all AID accounts. 

Procedures for Chapters	Procedures for Zones
Check Request Concerts and other events Chapters intending to produce/sell items such as T-shirts,calendars etc. Monthly List of Contributions Main Account with your AID-Zonal-Treasurer T-shirt Accounts	Zonal Printing/Mailing Team
Email all questions to: treasurer__AT__aidindia.org

Check Request procedures

Please use this form when you are required to request an AID check for a project you have approved, or for any other activity for which it is appropriate to use AID funds. 

Please note that 

(a) All check requests must be endorsed by two office-bearers from the chapter 

(b) The activity for which the funds are being requested should be approved by a decision-making body such as the Community Service Hour (CSH) or General Body Meeting (GBM). All check requests must be accompanied by the minutes of the CSH or the GBM where the funds where approved. Regular recurring expenses such as monthly mailing of AID newsletters (Dishaa and This Month in AID)  do not require approval since these recurring expenses have already been approved by AID's GBM. All other activities require CSH or GBM approval with NO EXCEPTIONS.

For specific procedures on how to request checks, please follow the links below:

(a) Project Checks

(b) Check Requests for non project related activities

Check Requests for non -project related activities

•  Fill out the  ONLINE check request form [How to fill online check request form]
• The check request form should be accompanied by the

 Invoice from the company/organization  to whom the check will be made (OR)
 Receipt which u receive at the counter when u buy the stuff.
•  Also included should be the minutes of the CSH where the funding was approved. The minutes

should clearly state (a) amount that was approved AND (b) list of attendees.
• AID always prefers making payments directly to the final recipient (the company or the organization for whom the money is intended); instead of an AID volunteer making a personal check and AID then reimbursing the volunteer. The reason is that auditors are less suspicious that way. As a general rule we recommend that all payments greater than $50 be directly made by AID to the final recipient.

In cases when an AID volunteer  makes a payment (> $50), we will also require (in addition to 3)  a cancelled check (or credit card statement) as proof to the auditor that the payment was actually made by the volunteer.

Please make sure you  follow these rules first time around - so that
we have a lesser turn around time in giving out checks.
From our side we will make sure that we mail out  the checks within two days
of receiving the check request and accompanying documentation. So in case u've
sent a check req and you've not received anything from us for a while - send an email to sdrao__AT__hns.com

Treasury Related Procedures for Concerts

!!!!!!!!! READ THIS FIRST !!!!!!!!

AID is legally REQUIRED by the IRS and auditors  to maintain high standards of accounting. The accounting procedures for events described below have been formulated in consultation with our auditors in order to meet these requirements. Please be sure to follow them properly. Any chapter considering conducting any event should make sure  that it understands these requirements and makes appropriate provisions to comply with them. 
Also as a courtesy to the AID volunteers at HQ, who do all the legal, and accounting work (including maintaining and reconcilling accts, filling up tax forms, preparing financial statements, filling up state registration  forms), it is requested that the accounts for the event be completed NO LATER THAN 30 DAYS AFTER THE DATE OF THE EVENT and also be available to promptly answer any questions that we may have regarding the accounts you submitted. 

In the  past common reasons for delayed accounts have been delay in receiving payments from sponsors/patrons, lost or missing receipts etc. It is strongly suggested that payment from sponsors be collected prior to the date of the concert. Also be sure to file all the receipts from the expenses of the concert.

!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

The following specifies the procedure to be followed when a chapter conducts a special event such as a concert.

THE FOLLOWING SHOULD BE DONE BEFORE THE CONCERT:
(1) The following must be presented, discussed and approved in the CSH

(a) Decision to hold the event. This must be approved in the CSH

(b) Budget for the event. The Budget MUST include the following: 
Total expected expenses for the concert with a split up into main categories (such as artiste fees, auditorium expenses, publicity, etc.).
Total expected revenue with a split up into main categories like : ticket sales, sponsorsips, etc.
If desired both a worst case scenario and best case scenario can be presented for both expenses and income. If only one case is presented for the expenses, this WILL BE ASSUMED TO BE THE worst case (upper limit), and under no circumstances should the expenses exceed that. (i.e., you would need further CSH approval for approving any extra funds beyond this).

 

(c) A "concert treasuer" (CT) shall be appointed in the CSH.  The CT shall be completely responsible for all accounts relating to the concert. The CT must carefully read and sign the following form  ( CTform.doc), and email it to sdrao@hns.com (OR Sandeep Rao, 7326, Dartford Drive #3, McLean, VA 22102).
Once the CSH approval is complete. Please email the CSH minutes and the CTForm to sdrao@hns.com. A "program name" and event accts will then be created on the online system for your event. This will enable you to file all  check requests related check requests online.

NO CHECKS WILL BE MADE OUT BY AID UNLESS THE CT FORM AND MINUTES FOR (1a,b and c ) are received.

(2) The concert treasurer has the power to make petty cash payments for expenses. To receive initial petty cash payment from the HQ, the CT shall fill  an ONLINE Check request form along with (a) minutes of the CSH where the concert, the budget and the committee was approved (b) The minutes of the meeting which appointed the CT (if different from (a)) The amount for petty cash will be made in installments of a maximum of $500.00 each . To receive the next installment the CT must provide receipts for all expenses for the previous installment of petty cash.

 (3) All large payments (>$200) made to parties will be via a check made out by AID HQ and directly sent to the final recipient. The ONLINE check request form should be filled and HQ will respond within a day, provided the correct documentation (i.e., invoice/receipt) is received. This does not qualify under petty cash. All remaining expenses can be made under the petty cash category. It will be the discretion of the CT in deciding what is petty cash and what is not. As a general guideline amounts >$200 cannot be considered as petty cash, though it requested that the CT minimize the use of the petty cash account even for smaller amounts .
 

THE FOLLOWING SHOULD BE DONE AFTER THE CONCERT (TO BE COMPLETED NO LATER THAN 30 DAYS AFTER THE DATE OF THE CONCERT):
 (4) At the end of the concert the CT shall provide the following to the HQ:

(a) Concert Accts using the attached excel file.The excel file will provide:

• detailed list of all expenses (with receipts attached for all expenses) 

• List the total amount received (all sponsorships and Ads need to be listed individually (with check #, date etc), ticket sales may be stated as lump sum in different categories (such as $10 tickets, $20 tickets etc.). 

• The excel file must be emailed to sdrao@hns.com

NOTE1: Please make sure you use the provided   excel file. template.

NOTE2:  Do NOT include donations received (even if it is on the day of the concert) in the concert accts. These are regular donations and should be handled as such (send to zonal treasurer along with other donations)

(b) The following should be mailed to Sandeep Rao, 7326 Dartford Dr #3, McLean, VA 22102, NO LATER THAN 30 DAYS AFTER THE DATE OF THE CONCERT.

• All revenue from the concert [Do NOT include donations. Please write "For deposit only" at the back of each check)

• receipts for ALL expenses (including those internally reimbursed from expenses made during the concert, and including those for which check requests where already made) [Please attach the reciepts in such a way, that it is easy to correlate them to the expenses listed on the excel file. [Staple them in thje same order- put a serial number on each receipt]]

• hard copy of excel file containing accounts

[Please mail the above in ONE packet, when the ALL the accounts have been finalized]

Accounting procedures for chapters intending to produce/sell items for fundraising/awareness (T-shirts, calendars etc.)

(1) The chapter (in the CSH) shall appoint a Product Treasurer (PT) for managing the accounting/inventory for the item to be produced/sold

(2) The minutes of the following CSH(s) must be sent to the following address : Sandeep Rao, 7326 Dartford Dr, #3, McLean, VA 22102. , sdrao__AT__hns.com

• Minutes of the CSH meeting where PT was appointed 
• Minutes of meeting where decision to make the product was made. (Minutes must include : (1) a budget with a broad break up of the production expenses (including distribution etc.), expected income (2) discussion which led to the decision to produce the product, including fund raising angle, publicity/awareness angle etc.).  

PROCEDURES FOR THE ZONAL PRINTING/MAILING TEAM:
(1) Each check request (use the online check request form) should be accompanied by 

-ALL invoices/receipts for printing/mailing since the last check request was sent.(PLEASE MAKE SURE U COLLECT THESE FROM THE PRINTER/PO).In the case of mailing what we need is the "Statement of Mailing (Weighing and Dispatch certificate)" and not just a receipt for payment.

-If not stated on the invoices please write somewhere what the current balance on the account  is. (the post office invoices usually state this, but some printers dont mention it)

Please make sure that the amounts in the invoices and the account balance reported reconcile together. Else no further check will be issued,

E.g: Say u send me a check request in Jan for printing deposit of $700.00. I send you a check and the printer now has a deposit of $700.00 with him.  Lets say u incur the following costs: $200, $150, $210 for Jan, Feb and March mailing respectively. So when u send me the check request for the next printers deposit, it will need to be accompanied by : (a) the printers invoices for Jan, Feb, March (b)also let me know (if not stated on the invoice) that the balance remaining on the printer acct is (700-200-150-210)=$140 
 

DO NOT send invoices/receipts in the middle.  The zonal co-ordinator has to collect all the invoices/receipts and then mail them to me as a lumpsum  along with the next check request for the following set of months.
 

NOTE: (1) applies only to zones which requests advance deposits for multiple months for printing/mailing. You may also work on a invoice by invoice basis if you wish.
 

(2) On the invoices, please make a handwritten note next to the line item clearly stating in what the cost is for ( i.e. January Dishaa Mailing/Printing, OR Febraury This month in AID Mailing/Printing, Reciepts Mailing etc.). 

Please follow these rules, so that I can send u the checks without any delays.

(4) NO VOLUNTEER REIMBURSEMENTS WILL BE MADE FOR ZONAL PRINTING AND MAILING. All checks will be to the post office/printer/vendor ONLY 

Monthly List of Contributions:

• Enter every contribution made by check or cash into this table. (please keep track of credit card pledges separately). The columns are pretty self explanatory. But here are some instructions: 
• Name: 

First name followed by last name.
If the check has the names of both wife and husband, please follow:
<wife's full name> `and'<husband's full name> 
• Date of the check: 

Please note the date written on the check and not the  date on which it was received. If cash, please simply note `cash' in this column.
• Remarks:

Please note important information like targeted donations towards particular project, etc. You could note the address of the person, too, if you are not maintaining a separate list of donors' addresses and contact information. 
• When you mail the donations to your zonal treasurer, DO NOT FORGET to include a copy of relevant pages of this list. 
• Please do the accounting month-by-month. 

• This form is for maintaining an account of transactions between your chapter  and the AID-Treasurer at the zonal headquarters to which your chapter is affiliated. Please make an entry every time you send a bunch of donations. 
• Please enter the number of checks, total amount you are sending in checks and the date. 
• If you are sending cash, please make a separate entry. It's not a good idea to send cash over mail though. 
• Please describe the transaction clearly. You could say `Donations received in August', etc. 
• Similarly please note any check you receive from the AID-Treasurer as amount received towards your chapter/starting chapter, and please describe the purpose of receiving the check clearly. 

• This is special form for keeping track of Tshirts and sweatshirts sales. Please use this for all tshirts sales. 
• When you receive a bunch of Tshirts from us, enter number of tshirts and date, and leave the rest of that row blank. 
• When you send us a bunch of checks from the sales of those tshirts, you can make the entry in the next line. 
• Once you follow this system, it is pretty easy for you to keep track of the number of tshirts which you stil have to account for. 

ONLINE CHECK REQUEST PROCEDURE (FOR NON-PROJECT RELATED CHECKS ONLY)
PROCEDURES TO FOLLOW:
(1) Login to the online system (if u do not have a login name/pwd
please contact sudhakar (sudhakar@prodigy.net) or nigamanth
(sridhar.4@osu.edu).

(2)On the menu bar go to "Chapter" and then "Check request form" .
The check
request form will appear.

(3) Fill out the check request form.
FOR the "Program Name" field please use the following:
(3a) For zonal mailing/printing : please use the "zone-n mailing
and printing"
from the drop down.
(3b)For events DO NOT USE "All Events". I will create a drop down
itemfor your
event upon receipt of the "Concert treasurer" form. (which means no
check req can be
submited prior to that)
(3c) For other stuff-! write to me (sdrao@hns.com) and we'll
figure it out as we go along

(4) All supporting documents as required must be attached
inthe "attachments" area towards
the bottom of the check request form. Note that invoices/reciepts
etc. may have to be scanned. [EACH CHAPTER HAS TO GET ACCESS TO A
SCANNER]

(5) Once u "SUBMIT" the form, PLEASE SEND AN EMAIL TO sdrao@hns.com
with a one line
note saying that u have submitted a form.

(6) If everything is in order u're check will be mailed the next day.

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