Treasurer

  • Event Tracking

    • Before school starts, set up a meeting with Janelle to go over the budget. This will give you an idea of your starting balance; your goal should always be to return to that number at the end of the year. There are certain items that require a decent amount of money (i.e. leadership conferences), so make sure you take this into account when you’re budgeting for the year. There are two spreadsheets that you will maintain throughout each quarter. One for the events of the quarter and a master spreadsheet for keeping track of all funds. The quarterly event spreadsheet is detailed with the full breakdown of what was purchased for each event. Update this after EVERY event. At least once a month, move the final numbers over to the master spreadsheet. This will let you know how you are doing in terms of overall funds. The goal is to have our books match the bank account books as well.

  • Reimbursements

    • Have whoever needs to get reimbursed to fill out the reimbursement form. The student should email you the invoice if it was an online order or leave the physical receipt on Janelle’s desk with a sticky note saying ASDA. Once you have the information, email Janelle with all the information. Set up the form to send you an email whenever there is a new response so you can get it to Janelle ASAP, as it takes forever for the main campus to approve it.

    • This is what the email should include:

      Name: John Doe

      ID: 989000000

      Address: 155 5th Street, San Francisco, CA 94103

      Reason : ASDA Fever Week Badge Reels

      Direct Deposit: Yes

      Receipt: Attached to email OR (Student will leave on your desk with ASDA sticky note)

    • If they have direct deposit, it will take 2-3 weeks for them to see the money in their account. If not, Janelle will the money for them.

  • Venmo Account

    • Technically, we’re not supposed to have a Venmo account, but Janelle lets it slide so keep it on the DL. This makes fundraisers a lot easier as not all student are carrying cash with them at all times. As of right now, we do not have a separate Venmo account for just ASDA, but we are working on it. Since my Venmo was a mix of ASDA and my own personal money, you need to make sure you’re diligent on keeping track of funds. After every event, I would go through my Venmo and log every transaction in the Google Sheet. After I totaled everything up, I highlighted the items I calculated and updated the total amount of cash in ASDA’s Venmo account as of that day. Make sure you timestamp when you updated it as it will help you if you forget when the last time you updated it was. Same goes for any reimbursements we do through Venmo; track them on the sheet as well. Try to only use this method of reimbursement for small things, such as Lyft/Uber to pick up food or things that you’re not sure if main campus would reimburse. i.e. Our president had a team meeting where she bought food for the cabinet members when they were going over goals. I reimbursed her using Venmo money as I was not sure if main campus would approve of these funds. We have a lot of flexibility with funds, so use your own discretion on what to reimburse through Venmo. You want to reimburse as much as possible through Janelle however, because if we start holding a bunch of fundraisers but there’s no money trail to follow, that might not look good and admin might find our about our Venmo account.

  • Fundraising

    • Fundraising is a super easy way to get funds for ASDA. I had the events committee try to hold two fundraisers a quarter. One in Weeks 1-5 and one in Weeks 6-10. To be honest, we probably could have done more and made more money. Make sure after the event, you have the individual responsible for the event update the event tracking spreadsheet. If you do events with food, try to log how many of each item you bought and what sold the best/worst. This will help future cabinets when they are deciding which fundraisers they should do, as well as give them a ballpark estimate of how much they can expect to sell.