ASTDN Policy & Procedures
DUTIES OF THE TREASURER

The Treasurer is responsible for the management of the Association’s fiscal assets. A yearly budget is established by the Executive Committee at the Post-annual Meeting and the Treasurer makes regular reports on the status of the budget, projections for unanticipated cost, and required adjustments at meetings and conference calls. The Treasurer maintains all financial records and receipts and serves as the official repository of 501(c) (6) records and reports as well as the Federal Employer Identification Number (FEIN). At the conclusion of the Treasurer’s term of office, the Association funds and records are to be forwarded within 30 days to the incoming Treasurer in order to establish banking procedures and accounts that are proximate to the in-coming Treasurer. The Association fiscal year is from July 1 to June 30.

The Treasurer is responsible for assuring that appropriate Federal tax forms are prepared and submitted in a timely manner. With the Executive Committee’s approval, the Treasurer may work with an accountant to complete all appropriate tasks. All association records must be retained a minimum of three (3) years or as prescribed by federal regulation.

At the annual meeting the Treasurer provides all records necessary for an Association audit (see Audit Committee for specifics). A budget report with recommendations will be made to the Executive Committee and the membership at the Annual Meeting.

The Treasurer assures the Secretary has a complete list of members whose dues are current as well as changes in names/addresses of members. Additionally, the Treasurer provides new members notification of outstanding dues, if appropriate. An accurate account of members eligible to vote will be provided to the Nominations Committee prior to ballots being mailed and for use by the President in conducting the business of the Association.

The Treasurer, in consultation with the Executive Committee, works with the Program Committee to prepare the Annual Meeting budget and expenses. Annual Meeting responsibilities performed in conjunction with the Program Committee include:

  1. Sign all contracts for the Annual Meeting after approval of agreement terms by the Executive Committee.
  2. Approve the registration forms for the Annual Meeting (in consultation with the Executive Committee). The forms are to be posted on the website along with other Annual Meeting materials.Pre-registration fees will not be refunded later than two weeks prior to the Annual Meeting. This may be changed at the discretion of the Executive Committee. Membership dues are expected to be paid at the time of the Annual Meeting or unpon receipt of the invoice (the dues year is July 1 - June 30 each year). The Association does not charge the Quad Council or federal representatives a registration fee for participation in "Partner Day" or non-member continuing education speakers a registration fee for CE Day; neither group is charged for the costs for breaks and lunch on that "free" day. The Association pays transporation and one-night room charge for non-member continuing education speakers who have submitted and received approved contracts.
  3. Approve the registration forms for the Education Day (in consultation with Executive Committee).
  4. Assure that the Program Committee provides the Fees and Travel Agreement (using template approved by the executive committee) form to every to every speaker or guest for whom the Association has agreed to reimburse. The form must be completed and returned to the Treasurer for approval prior to final agreement with speaker. Assure that the Program Committee arranges the amount, method and timing of payment for speakers, including spreaker and special guest's arrivals and departures to determine meal and other expenses.
  5. Work with the Program Committee and/or hotel staff to determine a comprehensive meeting budget for which the Association is responsible. Review all bills and costs to assure coherence with contract agreement.
  6. Assure that the Program Committee provides the host state representative or hotel with a count of the number of persons expected for each pre-arranged meal and break. The Association assumes the costs of the food and refreshments served at the Welcome Reception unless sponsored by a vendor. The counts should include special guests and speakers. Review the bills for consistency with the contract prior to payment.
  7. Assure that Program Committee has a current list for preparation of nametags.
  8. Provide official receipts for all who request. Assist with registration for non-Association attendance on Education Day.
  9. The Treasurer works with other members of the Executive Committee in purchasing a gift for the outgoing President. The gift is presented by the incoming President.
 
Association of State and Territorial Directors of Nursing
 2231 Crystal Drive, Suite 450
Arlington, VA 22202
e-mail - askastdn@astdn.org
Updated
 2/18/07
2/22/07