2019 GAA Treasurer’s Update

1. 2019 GAA Treasurer’s Update Gladiators Athletic Association Johns Creek High School

2. Contents • New GAA Executive Board • Online Forms Access • Check Requests • Standard Check Requests • Club Transfer Requests • Deposits • Standard Deposits • PayPal/Square Deposits • Donations • Company Matching Donations • In-Kind Donations • GAA Memberships • Form Cheat Sheet, Tips, & Reminders • School Accounts • Reporting • Discussion Topics

3. New GAA Executive Board • Mike Bryant – President – JCHSGAAPresident@gmail.com • Mike Passilla – Vice President – JCHSGAAVicePresident@gmail.com • Ryan Stansbury – CFO/Treasurer – JCHSGAATreasurer@gmail.com • Shell Rutledge – Finance – JCHSGAAFinance@gmail.com • Vickie Riccardo – Membership – JCHSGAAMembership@gmail.com • AndruwBorsuk – Fundraising – JCHSGAAFundraising@gmail.com • Elizabeth Stansbury – Secretary – JCHSGAASecretary@gmail.com

4. Expectations of the New Board • Timely responses and support. • Open communications. • Changing processes to try to eliminate… • Lost or misplaced checks. • Missed or late payments. • GAA members denied access to games. • Commitment to working on behalf of all JCHS clubs. • Every effort will be made to process and send check requests within a few days.

5. Online Forms Access • Visit johnscreekathletics.org. • Hover over “More”. • All forms are under the “GAA” heading.

6. Check Requests • Get approvals prior to submission. Checks require approvals of Treasurer/President and coach (if over $500). Email approvals are fine. • Include a good address as most checks are mailed. • If vendor requires invoice, signed contract, etc., attach copy to request. • Consolidate requests if possible. If paying one person for multiple items, break out by line rather than submit multiple requests. • Include a SSN for individual services. 1099s mailed at start of 2020. • Do not include check requests with deposits. This will cause delays. • Emailed requests: • Scan and email all documentation to: jchsgaatreasurer@gmail.com. • Hard copy requests: • Staple all receipts, invoices, email approvals, etc. behind the form. • Place or send all documentation to the GAA Treasurer’s box at JCHS.

7. Club Transfer Requests • Club transfer requests should be completed as a check request using the check request form. • Clearly note “CLUB TRANSFER” on the request. • Be sure to notify the receiving club of the transfer. • An entry will be made in QuickBooks to reflect the transfer between applicable clubs, but no check will actually be issued. • Completed check request forms should be placed or sent to the GAA Treasurer’s mailbox or emailed to jchsgaatreasurer@gmail.com.

8. Standard Cash/Check Deposits • Checks payable to Gladiators Athletic Association or GAA. • Stamp all checks using deposit stamp outside Stacey Koon’s (bookkeeper) office. Remove staples or the bank will reject. • Complete all relevant fields including sport, contact information, and type of income so deposits can be properly allocated. • For checks, complete the check remittance form on page 2. Required to research corrections or insufficient funds. • Do not leave deposits in the GAA mailboxes. • Place deposits in an envelope and into drop box/safe outside the bookkeeper’soffice. Sign the deposit list binder. • Kim Margarite will pick up deposits ~every other week to deposit. Email if necessary at: kmargari@bellsouth.net.

9. PayPal & Square Deposits • PayPal and Square deposits need deposit forms completed to ensure payments can be properly allocated. • Do not place PayPal and Square deposit forms in the drop box/safe with check and cash deposits. • Completed deposit forms should be placed or sent to the GAA Treasurer’s mailbox or emailed to jchsgaatreasurer@gmail.com.

10. Company Matching Donations • Encourage donors to submit for matching donations with employers. • 65% of Fortune 500 companies offer matching gift programs. • 84% of donors say they’re more likely to donate if a match is offered. • 1 in 3 donors indicate they’d give a larger gift if matching is applied. • Send email notification of any company matches to jchsgaatreasurer@gmail.com so matching funds can be properly allocated.

11. In-Kind Donations • Clubs need to fill out an in-kind donation form for donated company goods or services. • As a 501(c)3 non-profit, we need to collect this information for our annual 990. • Place or send completed forms in the GAA Treasurer’s mailbox or email to jchsgaatreasurer@gmail.com. • You can produce a donation receipt letter if requested. • Download and complete the donation receipt letter from the GAA website. • Fill in the date, donor name, and fair market value of the donated items. • Letter has already been signed, so you are free to send it directly to the donor.

12. GAA Memberships • Redefining process to prevent lost checks, speed up handling, and ensure members are not denied entry into games. • PayPal prices updated to include fees so sports don’t incur cost. Convenience fee for credit cards or avoid by sending checks. • Online memberships (paid through PayPal): • Portal redesigned to conform with membership form and include PayPal fees. • Hard copy memberships: • Completed membership forms must accompany all checks to ensure dues are properly allocated to all sports. • Do not include membership checks with standard deposits. • Place or send requests in GAA Membership box or send to: Vickie Riccardo, GAA VP of Membership 3030 Wellington Rd. Johns Creek, GA 30022

13. School Accounts • School accounts are funded by player participation fees. • GAA membership dues should not be used for participation fees. Participation fees handled through Fulton County. • School funds are used exclusively to fund: • Additional salary for community coaches. • Equipment, uniforms, and referees. • Encourage use of school funds for the above prior to GAA funds, but not required. • Remaining funds roll over to the next year, but prefer to use player funds the year they participate in the sport. • Club will transfer funds to school account for negative balances.

14. Tips & Reminders • Do not leave check requests, Pay/Pal/Square forms, or membership forms/checks in JCHS drop box. • Standard check/cash deposits are only picked up every two weeks, which will result in delays or lost forms and checks. • Mail is most likely quicker than dropping things off at the high school. • Mailed items can take as little as one day, but the board can’t get to the high school every day. • Don’t ask kids to drop off forms and checks. • Misplaced checks have caused delays, and the kids aren’t always aware of where they should be placed.

15. Reporting • Quickbooks Profit & Loss and General Ledger statements are generated on Sunday mornings. • Please review these at least monthly. • For questions regarding items on these reports email jchsgaatreasurer@gmail.com. • P&L: • Shows current balance and any prior year rollover. • General Ledger: • Shows line item details on the P&L.

16. Form Cheat Sheet • Check Request Form • Standard check requests (GAA Treasurer) • Club transfers (GAA Treasurer) • Deposit Form • Standard cash & check deposits (JCHS Drop Box) • PayPal & Square deposits (GAA Treasurer) • Membership Form • Membership deposits (GAA Membership) • In-Kind Donation Form • Company donated goods & services (GAA Treasurer)

17. Open Discussion • Reporting • What reporting periods/timing is most helpful? • Has been suggested to have the latest month rather than YTD up to whatever date the reports run on. • Process Suggestions • We are open to suggestions that make things easier for the clubs! • Content Suggestions for the Web Site • This presentation will be posted on the GAA web site. • List of treasurers for all clubs so we can reach out to each other for questions, help, etc.