Training for 4 h club treasurers and adult leaders
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Training for 4-H Club Treasurers and Adult Leaders . Author: Halina Pietras Edited: R. Martell & C. Kohler. Family oriented, youth educational program of Penn State Cooperative Extension.

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Training for 4 h club treasurers and adult leaders

Training for 4-H Club Treasurers and Adult Leaders

Author: Halina Pietras Edited: R. Martell & C. Kohler


What is 4 h

Family oriented, youth educational program of Penn State Cooperative Extension

Young people learn about leadership, communication, decision-making, self-confidence and other things (all that?)

Adult or teen leaders work with young club members

What is 4-H?


4 h pledge
4-H Pledge Cooperative Extension

I pledge:My Head to clearer thinking,My Heart to greater loyalty,My Hands to larger service, andMy Health to better living,For my club, my community,My country and my world.


Leaders

Help the youth become better citizens Cooperative Extension

Share skills and talents with the youth

Learn about leadership

Make friends

Kinds of leaders:

Organizational

Project

Activity

Teen

Leaders


4 h club membership
4-H Club Membership Cooperative Extension

  • Anybody 8 – 19 years old can join without regard to ancestry, color, disability or handicap, national origin, race, religious creed, sex, or sexual orientation

  • To become a member you have to:

    • enroll in at least one 4-H project

    • the county extension office must receive the enrollment

      sheet


4 h club officers
4-H Club Officers Cooperative Extension

  • Elected by 4-H membership

  • Responsibilities of…

    • President

    • Vice President

    • Secretary

    • Treasurer


Club treasurer responsibilities
Club Treasurer Cooperative ExtensionResponsibilities

  • Pay the bills and keep accurate and up-to-date records of club treasury

  • Make deposits and write checks

  • Prepare and present

    Treasurer’s Report

  • Prepare records for

    annual audit

  • Report to County Extension Office


4 h funding sources
4-H Funding Sources Cooperative Extension

  • Federal, state and county money

    • PA 4-H Development Fund

    • County 4-H Development Fund

    • Endowment Funds

    • 4-H Club Accounts

  • Donations

  • Fundraising

    • Needed to maintain and enhance county and state programs


4 h club fundraiser
4-H Club Fundraiser Cooperative Extension

  • Must be approved by the county extension office before they are undertaken

  • Must be developed as educational experiences for club members

  • Must be for specific educational

  • programs or activities

  • Approved fundraisers listed

  • on VIP Fact sheet #7


Educational fundraising
Educational Fundraising Cooperative Extension

  • Education – primary purpose of fundraising

  • Through fundraising, 4-H members learn:

    • Handling and accounting of funds

    • Planning and carrying out a money raising activity

    • Sharing with others

    • Teamwork

    • Self-reliance


I pledge my heart to greater loyalty

The Pledge is calling you to loyalty… Cooperative Extension

Be loyal to your country, your state, your community and your club and spend public money properly

“I Pledge My Heart to Greater Loyalty”


As treasurer

You are in charge of the money Cooperative Extension

You deposit money in the bank

You make payments with the club money

As Treasurer…

  • You keep receipts and cancelled checks

  • You give a Treasurer’s Report at club meetings


Handling the money
Handling the Money Cooperative Extension

  • Keep track of the money!

  • Use money efficiently

  • You cannot spend club money for personal things

  • You cannot borrow club money


Accounting for the
Accounting for the $$$ Cooperative Extension

  • Cash funds and bank accounts

  • Employer Identification Numbers (EIN) for clubs with bank accounts

    • If more than $10 of interest earned, the club must give the EIN to its bank

  • NO personal accounts for 4-H money


Managing the funds
Managing the Funds Cooperative Extension

  • Develop a budget

  • Record all transactions to Club’s Record of Financial Transactions.

  • Each record should include:

    • Date

    • Check or deposit number

    • Brief explanation

    • Payment or deposit amount

    • Account balance


Managing the funds1
Managing the Funds Cooperative Extension

  • Get cash – give receipt.

  • Complete Cash and Check Reports in Records Book

  • For clubs with bank accounts:

    • Always pay with a check

    • Deposit money in a bank often

    • On a deposit slip always put:

      • Date

      • How much cash you are depositing

      • List of checks and amount on each check


Cash purchases
Cash Purchases Cooperative Extension

  • Must be approved by the club

  • On the cash register receipt put the date of purchase, item, its purpose and have the member sign it

  • Reimburse the club member

  • Record the transaction

  • Keep the receipt with your records


Depositing money
Depositing Money Cooperative Extension

  • Fill out a deposit slip:

    • List the currency and coins

    • List checks

    • Put the total amount deposited

  • Record the transaction in the check register and Club Record of Financial Transactions

  • Treat interest earned as a deposit or income


Paying bills
Paying Bills Cooperative Extension

  • Need approval of the club first!

  • Write a payment voucher with:

    • The name of the club

    • Date

    • To whom you will pay

    • What is purchased

    • Specific project

    • Amount of the bill

    • Signatures of the Treasurer and President


Tips about writing checks

Put purpose in “memo” line Cooperative Extension

Start writing from the left, especially the amount of money

Never sign blank checks

If check is lost or stolen, call your bank immediately

Treasurer and unrelated adult leader sign all checks

Tips about Writing Checks


More tips
More Tips Cooperative Extension

  • Have sufficient funds in the bank. If not,

    • Banks charge a fee

    • Will loose business partners

  • Keep running totals up to

    date in your checkbook

  • Always use ink, except for

    running balance entries

  • Do not erase mistakes but

    void the check

  • Keep voided checks


Check register
Check Register Cooperative Extension

  • Record all checks. Include:

    • Check number

    • Date

    • Description: to whom

    • paid and for what

    • Amount

    • Subtract from balance to get new balance

  • Do the same for deposits except add the amount to the balance

  • Also, remember to post in your Club Record of Financial Transactions


Bank statement
Bank Statement Cooperative Extension

  • Received each month

  • Always balance check register and Club Record of Financial transactions with the bank statement

    • Use the space provided on the bank statement

    • Use the space provided on the check register and Club Record of Financial Transactions to check off each item on the bank statement

    • If the balances do not agree…


Club meetings
Club Meetings Cooperative Extension

  • Plan a budget every year

  • Approve unpaid bills

  • Talk about approved bills

  • Secretary’s Minutes

  • Club officers should meet regularly


Reporting at the meeting

Each month the Treasurer gives a report about Cooperative Extension

Balance at the beginning of the month

Money received

Payments made

Cash on hand – ending balance

Reporting at the Meeting


Annual audit
Annual Audit Cooperative Extension

  • Auditing committee reviews and verifies the financial records at the end of year or when new Treasurer is elected

  • Must show agreement between the bank records and club records

  • Many materials need to be reviewed


4 h and federal taxation

No federal income taxes! Cooperative Extension

Contributions to 4-H organizations are deductible by the donors

Form 990 - the Annual Information Return

Needs to be filed if club gross receipts in a tax year exceed $25,000. File by 15th day of the fifth month following the end of accounting period

4-H and Federal Taxation

IRS


4 h and state taxation
4-H and Cooperative ExtensionState Taxation

  • 4-H clubs must pay the PA Sales and Use taxes on items purchased

  • Clubs have to collect and pay PA Sales and Use tax on some of the items they sell

    • The State issues a temporary sales tax license covering those sales

  • For more information or questions about PA Sales and Use Tax, contact your county 4-H coordinator


Questions comments concerns
Questions? Cooperative Extension Comments? Concerns?

Penn State is committed to affirmative action, equal opportunity, and the diversity of its workforce.


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