Texas Counseling Association

1. Texas Counseling Association Budgets & Finance Slti 2012

2. Fiscal Year Calendar July August Close Prior Fiscal Year Set up New Budgets PG Pre-Registration Opens DOG Pre-Registration Opens Set Up New Contact Lists Audit for Previous Fiscal Year Set up Registration Grids for PG Registration Increases

3. Fiscal Year Calendar September October DOG Conference PG Registration in Full-Swing Reporting on Registration Events Counts for PG Events Due Orders for Registration Supplies PG Incentives SCC Pre-Registration Opens

4. Fiscal Year Calendar November December PG Conference Finance Committee Meeting BOD Meeting Senate Meeting Close out DOG Conference Reconcile receipts from PG Process PG Expense Vouchers Prep for SCC Short Month

5. Fiscal Year Calendar January February Calendar Yr Reporting Sales Tax Payroll Taxes Contract Taxes SCC Finance Committee Meeting Close out PG

6. Fiscal Year Calendar March April Request Budget Info Work w/ Divisions on Budgets CCC Pre-Registration Opens Review upcoming Contracts Budget Preparation Projected Yr-End Division Budgets Due PG Early Bird Registration Opens Property Tax Due

7. Fiscal Year Calendar May June CCC Three Virtual Budget Meetings w/ Finance Committee 990 Due Close out CCC SLTI Finance Meeting BOD Meeting Senate Meeting

8. Monthly Financial Reporting • Excel Spreadsheet File • Balance Sheet • Budget vs Actual • Profit and Loss • Detail • Enrolled Members • Expired Members • Membership Count (email message)

9. Monthly Financials One File Six Tabs

10. Balance Sheet Modified – Assets Only Bank Account Balance

11. BudgetvsActual Budget amounts determined by Divisions Year-to-date totals

12. Profit & Loss Current month totals and year-to-date totals Only shows accounts with activity

13. Detail Year-to-date with detail descriptions

14. Data Fields Include • Name, Address, Phone • Email • Other divisions they are members of • Region • Membership Expiration Date • Etc Enrolled All division members who enrolled or renewed in current month

15. Data Fields Include • Name, Address, Phone • Email • Other divisions they are members of • Region • Membership Expiration Date • Etc Expired All members whose membership expired at the end of the current month Not renewed by the time the reports were pulled

16. Division Member Count Discrepancies Total number reported in monthly email Date when reports are pulled Duplicate membership records

17. Checks and Balances • Keep copies of expense vouchers & receipts • Keep copies of checks mailed to TCA. Include reconciliation form when mailing money. • Compare copies with monthly financial statements • Coded correctly • Amount paid/deposited correct • Cannot approve own expenses

18. Expense Vouchers Approved by Treasurer or President Submit by Email (prefered) Include Receipts (copies ok) Do not mail originals if email was sent Code each expense with correct account code (refer to your budget assumptions) Checks processed every 2-3 weeks

19. Expense Voucher Indicate Division at Top Use Codes Listed at Bottom (all divisions same set of codes) Approval Signature and Date Attach Receipts

20. Budget Template Projected Current Year End Past Years Blank Column