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Files are currently maintained in Quicken “Home and Business” edition.
All documentation supporting financial records is scanned into the related transaction in Quicken.
The historical records, the updated Quicken file, and all new scanned document files must be backed-up on a regular basis.
There is one non-interest-bearing checking account from which all payments are made, and 4 interest-bearing savings (money market savings) accounts (ABAII, Collins Fund, Educational Endowment Fund, and Convention Emergency Reserve Fund) from which transfers are made to cover related payments.
Each account has specific limits – imposed by the bank - on monthly transactions (deposits, withdrawals, cash, checks, etc.), and interest received is based on certain minimum balances being maintained.

A. Receipts

Post to the individual account, and write receipts or acknowledge by e-mail for all money received, to the proper officer, chairman, or individual.
After processing per below, scan all documentation for receipts, then place originals in the relevant folder for the annual audit at Convention. Bank statements (after being scanned into Quicken “Overview” for each account) are clipped to the left folder cover, chronologically with the newest on top. Other documentation is placed loose in the folder chronologically with the newest on top.

B. Deposits and Endorsements

Checking Account

Use the pre-numbered stamp to endorse all checks going into the checking account.
Fill out a deposit slip (with a duplicate or photocopy).
Post the deposit to the correct account/accounts and specific income category.
Twice a month, record the deposit made by the Membership Chairman.
Scan & file documentation as above.
Maintain only a nominal balance in the checking account. Transfer excess funds to the ABA Savings Account to earn interest.

Savings Accounts

Use the “blank” deposit stamp provided, and fill in the appropriate account number.
Deposit checks to the bank using the relevant deposit slips, making a duplicate or photocopy.
Post the income (or withdrawal) of money to the correct account and income (or expense) category and date.
At the end of the month, upon receipt of bank statements showing interest earned, post all interest to proper accounts and corresponding interest category.
On very large deposits (such as the auction) if mailing, send by certified mail.

C. Withdrawals

Writing Checks

Create the check in, and print it from, Quicken. All checks are paid from the checking account and transfers must be made accordingly to provide the funds.
Post to relevant account and income or expense category.

Certificate of Deposit, if any
About five days before the CD matures, inform the bank of your intention: Renew the CD or request that the dollar amount needed be placed in the appropriate account (stating the number of the account).
Paying Bills. All bills are paid only with the president's authorization with the following exceptions.
All BUDGETED ACCOUNTS for officers and chairmen as long as they stay within their budget If they go over their budget, they must wait until the Executive Board approves the overage amount.
BELL TOWER ACCOUNT as authorized by the chairman of the Bell Tower Standing Committee.
ENDOWMENT ACCOUNT authorized by chairman of that account. If not received by August 31, write the chairman requesting authorization, amounts and addresses and send a copy to the ABA President.
AUCTION BUYERS as authorized by the Head Auctioneer. Postage for the checks to the sellers and the mailing of the auction checks received sent to the bank by certified mail should be posted as Auction expenses.
INSURANCE PREMIUMS. If premiums exceed budgeted amounts, communicate the amount and cause to the Executive Board before paying.

Transfers
Transfers can be made through Quicken’s Online Center, on the bank’s internet web site, by telephone, or at a local branch.

D. Keep an itemized record of all expenses incurred for the operation of this office (postage, stationery, phone calls, copies, etc.). After approval of the President, write a check to reimburse the Treasurer for these expenses.

E. E-mail the annual report, condensed financials and the “Annual Report Form” (provided by the Recording Secretary) to the Recording Secretary by the Recording Secretary’s stated deadline.

F. Submit four copies of annual report and financials to ABA Recording Secretary at the Executive Committee meeting held before the annual Convention; if not attending Convention, send four copies of the annual report to the Recording Secretary one month before Convention.

G. E-mail the annual report and condensed financials to the Bell Tower Editor by April 30 for publication in the July/August edition.

H. Three weeks before Convention the Recording Secretary will e-mail all committee and Board

reports. Read all of them and make note of any issues/concerns before coming to Convention.

2. Calendar Reminder

A. Upon Election

Send new signature cards, Letter of Authorization, notarized Corporate Resolution, and copies of the driver’s license for each signatory to the bank. (see June procedures)
Deposit auction receipts.
Write and send checks to all auction sellers. Scan the Auctioneer’s report authorizing the checks into the first check in the series.
When the budget is approved at the 2^nd Plenary session, hand deliver (e-mail or mail, for those not at Convention) a letter to each officer, chairman, and welcome letter writers stating the amount of their budget and conditions for reimbursement.

B. Monthly

When any money comes in, e-mail a receipt for the same to the appropriate chairman or officer.
Post all receipts/withdrawals to the appropriate accounts. Make deposits. Make a duplicate (or photocopy) of all deposit and withdrawal slips. When banking by mail, allow 8-10 days to get receipts back from the bank.
Reconcile checking & savings account bank statement.
Scan all statements into Quicken.
Membership Chairman e-mails dues and Bell Tower deposit reports to the Treasurer. Always check to see that they were posted correctly to the checking account, verify the amount, allocated the funds to the relevant categories, and acknowledge by e-mail to the Membership Chairman.
Always make sure at least a week or two before The Bell Tower Editor and the printer are to be paid that there is enough money in the checking account to cover these checks.
Check to see if any CDs are coming due and make the necessary decision as to roll over or withdraw some or all of the money.
Transfer excess funds from checking to savings as needed.
Reconcile the bank statement in Quicken (except for the 3/31 statement; see April procedures).
Pay the internet web site invoice by the end of the first week of each month.

C. Quarterly (June 30, Sept 30, Dec 31, and March 31)

Upon receipt of the bank statement for each savings, CD, or checking account, post the interest to the correct account and the corresponding income category.
Prepare (1) a Donations Received-Income and Expense Statement, (2) the Statement of Assets Liabilities, and Fund Balances, (3) a condensed detailed Actual to Budget statement, and (4) the Donations and Income/Expense report by “fund” – all with appropriate explanations for the quarter’s activities.
E-mail copies of these items to each Executive Board member and the Tax Consultant.
When the books are closed (late April), ask the Tax Consultant to prepare the tax return and bring it to Convention for signature after the Audit is completed.

D. July

Follow monthly instructions, 2.B.
At Convention, sign Tax Form 990 received from the Tax Consultant who will mail the return. File the copy received.
Deposit auction proceeds and pay auction sellers (and sales tax, if needed).
Every three years, pay the bond premium.

E. August

Pay the annual general liability insurance premium.
Follow monthly instructions, 2.B.
During the last week, for the September/October issue, pay The Bell Tower Editor and printer after receiving the approval and printer’s invoice from the Bell Tower Standing Committee chairman (see Monthly, 2.B.6), taking the discount offered.

F. September

Follow monthly instructions, 2.B.
30th, Follow quarterly instructions, 2.C.

G. October

During the last week, for the November/December issue, pay The Bell Tower Editor and printer after receiving the approval and printer’s invoice from the Bell Tower Standing Committee chairman (see Monthly, 2.B.6), taking the discount offered
Follow monthly instructions, 2.B.

H. November

Follow monthly instructions, 2.B.
No later than 120 days after the close of the Convention, the Convention Treasurer will forward the Convention’s financial records to the ABA Treasurer for audit, who will audit the Convention’s records within 45 days after receipt of Convention Treasurer's Report, and send copies of the report to the President, Treasurer, Convention Chairman, Convention Treasurer, Convention Standing Committee Chairman, and members of the Audit Committee.

I. December

During the last week, for the January/February issue, pay The Bell Tower Editor and printer after receiving the approval and printer’s invoice from the Bell Tower Standing Committee chairman (see Monthly, 2.B.6), taking the discount offered.
Follow monthly instructions, 2.B.
Follow quarterly instructions, 2.C.
Order Forms 1099 and 1096 from the IRS.

J. January

Follow monthly instructions, 2.B.
Fill out Forms 1099 Miscellaneous and 1096 for the Bell Tower Editor's fee for the previous calendar year. Send Editor's copies to him/her and the IRS copies to the appropriate IRS Office. Also make copies of 1096 and send to the ABA Tax Consultant.

K. February

About February 15th, e-mail a reminder to all officers and committee chairmen that their expense reports and receipts need to be sent to the Treasurer by March 31st.
During the last week, for the March/April issue, pay The Bell Tower Editor and printer after receiving the approval and printer’s invoice from the Bell Tower Standing Committee chairman (see Monthly, 2.B.6), taking the discount offered
Follow monthly instructions, 2.B.
Notify the Convention Treasurer that the fees for the Bell Tower Editor and the Town Crier will be paid in April. Notify these individuals to mail in their registration forms before the discount deadline.

L. March

Follow monthly instructions, 2.B.
Follow quarterly instructions, 2.C.
Ask all officers and committee chairman for their budget estimates for the coming year.
Depreciate all equipment per Depreciation Schedule. Each new item must have its own Depreciation Schedule.
Post all interest to the proper accounts and interest categories.
Send checks to all officers and chairmen that need to have expenses reimbursed, and ask them to cash the checks before the end of the month. Any expenses submitted by officers or chairmen that are above the budgeted amount must be approved by the Executive Board. E-mail the Board for approval, so the amounts can be included in the current fiscal year. Write those checks after approved (whether by e-mail; or at the Convention. If at Convention, take blank checks to Convention).
Pay all bills as early in the month as possible.

M. April

Pay the Convention registration fee for the Bell Tower Editor and the Town Crier.
Follow monthly instructions, see 2.B.
Pay the Membership Chairman’s annual allotment.
Do NOT reconcile the March 31 bank statements until after all closing procedures have been completed, verified, and final reports printed.
Close the fiscal year books on April 25.
Record Pre-Paid items (remaining bond premium and liability premium) as a credit on 3/31 for the amounts remaining for these items. Do NOT treat as pre-paid the Bell Tower Editors fee or the printer’s fee for the April portion of the March/April issue.
Handle outstanding checks as if cleared, and do NOT handle them as Cash In Transit.
Print draft reports and review them carefully. Make adjustments as needed.
Write the Treasurer’s Report and create the condensed Donations Received-Income/Expense Statement and Statement of Assets, Liabilities and Fund Balances. E-mail them to the Bell Tower Editor for publication in the July/August issue.
Print final versions of the following reports. Put them into the Treasurer’s notebook, and e-mail copies of them to the Tax Consultant for preparation of the tax return and to the Executive Board.

Treasurer’s Report with condensed Donations Received-Income/Expense Statement and Statement of Assets, Liabilities and Fund Balances.
Explanation of significant items.
Actual-to-Budget (full detail).
Cash Flow 2-Year Comparison.

Additional reports are created by exporting figures from Quicken (to text) and importing them into Excel for the spreadsheets in Historical File, Account Balances 2-Yr., and Donations/Income/Expense by Fund. Reformat and then print those reports. The total at the end of each of these reports should match the net income for the year.
Print the Quicken Transactions report for the entire year, sorted by account and by date. Export each to Excel spreadsheet. E-mail these reports to the Audit Committee chairman, along with the financial reports.
Make reversing entries (4/1 debit Pre-Paid expenses). If there were any Cash In Transit items, move the entry to the proper account; do NOT make an offsetting entry. Reconcile the 3/31 bank statements.
During the last week, for the May/June issue, pay The Bell Tower Editor and printer after receiving the approval and printer’s invoice from the Bell Tower Standing Committee chairman (see Monthly, 2.B.6), taking the discount offered

N. May

Follow monthly instructions, see 2.B.
By the middle of May, send copies of the PROPOSED BUDGET to each member of the Budget Committee. (Note: the membership directory is produced every third year.) It is helpful to type an explanation to go along with the budget as to why and how the amounts on each item of the budget were determined. This should help the other committee members decide if the budget meets with their approval. Ask them to look over the budget and send their approval or disapproval on it by June 1st.
Ask the First Vice President for a list of all incoming Board and committee chairs/appointees. Write the budget allocation letters, leaving the amount blank. Put these in the “For Convention” folder.

O. June

About June 1st, get new signature cards and a Corporate Resolution from the bank for all accounts (checking, savings, and CD), and complete them. Write a Letter of Authorization indicating signatories to be added and removed. Put all of these in the “For Convention” folder. Take them to the Convention for new officers to sign (President, First Vice President, and Treasurer; and Secretary to attest), and the Letter of Authorization to be notarized. Ask the three signatories to bring to Convention (or send to you) a copy of their driver’s license for submission to the bank with the forms.
Make any changes, if necessary, to the proposed budget. Email it to the Recording Secretary. Prepare enough copies to take to Convention for each member of the Executive Board and the Budget Committee.
During the last week, for the July/August issue, pay The Bell Tower Editor and printer after receiving the approval and printer’s invoice from the Bell Tower Standing Committee chairman (see Monthly, 2.B.6), taking the discount offered.
Follow monthly instructions, see 2.B.
Follow quarterly instructions, see 2.C.
The June Quarterly Statement needs to be completed as close to the start of the Convention as possible as it is presented to the Executive Board at an executive meeting. It is also needed for the audit performed at the Convention. Prepare all of the same financial reports and transactions report as for the fiscal year end, for the Board and for the Audit Committee.

P. Take to Convention

ALL FILES AND BOOKS FROM APRIL 1ST OF THE PREVIOUS YEAR THROUGH THE PRESENT TIME. ALL CANCELED CHECKS, BANK STATEMENTS. CHECK REGISTER, PASSBOOKS, CD's, BLANK CHECKS, POSTING BOOKS, DEPOSIT STAMPS, AT LEAST 4 DEPOSIT TICKETS, ETC. - EVERYTHING THAT THE AUDITORS NEED TO AUDIT THE ABA BOOKS DURING CONVENTION.
AS PER THE ABA BYLAWS, A LIST OF ALL ACCOUNTS AND DOCUMENTS (CD's) FOR THE AUDITORS, AND FOR YOU AND THE NEW TREASURER TO CHECK-OFF AND SHOW THAT ALL PASSBOOKS AND CD's ARE BEING TURNED OVER TO THE NEW TREASURER.
If the Treasurer's office is changing hands at this time, take all "old" treasury records (boxed) along if you and the new Treasurer are driving. Otherwise, send these to the new Treasurer after Convention. Submit your postage expense bill to the new Treasurer for reimbursement. This should be charged to Treasurer's expenses. Download to give to the new Treasurer the Quicken ABA file, and a copy of all of the scanned document files in the ABA Quicken file.
Letters for each Officer and committee chairman to tell them how much has been allocated for them in the budget.
Motion Book, if a new Treasurer is taking over.
Receipt signed by President for blank checks. Receipt to be signed by incoming President when in receipt of blank checks.

Q. At the Convention

Present the proposed budget to the Executive Board at the first board meeting. Be prepared to answer questions on any item. The explanation you sent to the budget committee members should help in this area.
If there are any changes, pencil them in and take to the Budget Committee members for approval.
As Chairman, hold a meeting of the Budget Committee to finalize the proposed budget, including any changes suggested at the Executive Board meeting. If they approve all changes, make permanent changes to all copies. Prepare a final version, and make sufficient copies to provide to every attendee at the 2^nd Plenary.
Give the checking account deposit stamp to the Auctioneer.
Ask someone to hand out copies to people as they arrive for 2^nd Plenary. Present approved budget, and ask all Board and committee chairmen to retrieve budget allocation letters at the end of the meeting. Entertain questions. President will ask for motion to approve.
Fill in approved budget allocations and give allocation letters to all board members and budget committee members.
After the Audit report presented at 2^nd Plenary, meet with the Tax Consultant and sign the tax return. Obtain a copy for the files.
After the audit, shred (in the hotel’s Business Center) all of the supporting documents (because everything previously was scanned into the computer file).
Prior to the final luncheon, the Auctioneer will provide documentation and financial instruments (cash and checks) supporting the auction, and return the deposit stamp. Cash proceeds are given to the Convention Treasurer in exchange for a check payable to ABA. The ABA Treasurer receives all auction proceeds, slips showing how much goes to each Seller, envelopes addressed and stamped for each Seller, the accounting of transactions, sales tax collected (if any), receipts for auction expenses (foreign sellers, if any, are paid in cash by the Auctioneer). Within two weeks, pay the sales tax to the state (if any) and pay sellers.
Attend all meetings of the Corporation, the Executive Board, and the Executive Committee.

Note: As a member of the Executive Board, anytime you receive a letter from the ABA President (or anyone) that needs a reply or vote, send your original reply to the President and a copy to each board member.

Convention Checklist:

Fiscal year report 4/1-3/31
1^st quarter report
Proposed budget copies for Exec Board & Budget Committee
Present budget to Exec. Board
Conduct meeting of Budget Committee
Copy final budget
Present budget at 2^nd plenary
Obtain unused blank checks from outgoing President & get signed receipt
Provide blank checks to incoming President & get signed receipt
1099s and 1096 copies for Tax Consultant
All historical paper and computer files for incoming Treasurer
“Cash” bags for paper-tape calculator (for audit), auction proceeds/documents, miscellaneous checks/cash/receipts
Both deposit stamps
Blank checks for anything to be paid
Labels to Treasurer for Collins & Educ Endow chairmen and BT ad chairman
Bank forms (signature cards, Corporate Resolution, Letter of Authorization)
4 copies of financial statements, reports, Budget Committee report – to Recording Secretary
Sign tax return after audit