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Procedure for Handling 4-H Accounts: Duties of the 4-H Unit Treasurer1
Marilyn Norman and Joy C. Jordan2
This fact sheet is 4H 5.8, Duties of the 4-H Unit Treasurer, one of a series for staff providing a basic overview of handling public and private funds for the 4-H Youth Development Program.
The series, Procedures for Handling 4-H Accounts, includes:
4H 5.1 4-H Financial Management
4H 5.2 Guidelines for Creating Accounts
4H 5.3 Rights and Responsibilities
4H 5.5 Guidelines for Fund-Raising
4H 5.6 Establishing and Maintaining a County 4-H Foundation
4H 5.8 Duties of the 4-H Unit Treasurer
Duties of the 4-H Unit Treasurer
The 4-H county or unit treasurer has the responsibility of handling the organization's funds. Duties include, but should not be limited to:I. Keeping accurate financial records, copies of invoices, bills, etc., relating to the funds and property of the 4-H unit, accounting fully for all receipts and expenditures.
II. Receiving, recording, and depositing all funds in a regulated bank or similar financial institution to the account established for the particular 4-H unit.
III. Paying bills or making other authorized expenditures provided for in the budget or otherwise approved by the governing board.
IV. Furnishing financial reports annually at year-end and at such times as required by the Extension office and County Extension Director. Financial reports should include a Statement of Financial Position (balance sheet), a Statement of Income and Expenses (income statement), and the tax identification number used by the 4-H unit.
V. Reconciling the cash in the bank per the General Ledger to the bank statements monthly.
VI. Acting as custodian of all funds and personal property of the 4-H unit and keeping a current list of all such property.
VII. Preparing all financial records for an annual audit or peer review.
VIII. Participating periodically as a peer review team member during the financial review of neighboring units, clubs, or counties.
IX. Preparing and filing all reports required by federal, state, and local governmental agencies.
X. Participating in annual training of 4-H unit, group, and project treasurers. Such training should be designed to teach 4-H youth treasurers and other youth officers how to assume responsibility for preparation of budgets, for raising funds, and for maintaining their individual 4-H unit accounting records. The accounting records should be kept in a standard way, such as the one outlined in the official 4-H Club Treasurer's Manual and Record Book.
Resource
Florida 4-H Treasurer's Manual and Record Book (4H GCR 02), available from the County Extension 4-H Office or at https://4h.ifas.ufl.edu/Curriculum/projects/Club%20Materials%20&%20Org%20Dev/Club%20Pubs/4HGCR02.PDF .
Footnotes
1. This document is 4H 5.8, one of a series of the Florida 4-H Program, Florida Cooperative Extension Service, Institute of Food and Agricultural Sciences, University of Florida. Published February 2007. Please visit the 4-H Website at http://4h.ifas.ufl.edu/Curriculum/index.htm.2. Marilyn Norman, Associate Professor, Department of Family, Youth and Community Sciences, and State 4-H Program Leader, and Joy C. Jordan, Associate Professor, Department of Family, Youth and Community Sciences, Institute of Food and Agricultural Sciences, University of Florida, Gainesville, 32611.
The Institute of Food and Agricultural Sciences (IFAS) is an Equal Opportunity Institution authorized to provide research, educational information and other services only to individuals and institutions that function with non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, marital status, national origin, political opinions or affiliations. For more information on obtaining other extension publications, contact your county Cooperative Extension service.
U.S. Department of Agriculture, Cooperative Extension Service, University of Florida, IFAS, Florida A. & M. University Cooperative Extension Program, and Boards of County Commissioners Cooperating. Larry Arrington, Dean.
Copyright Information
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