Treasurer FAQ
What are the responsibilities of a Treasurer?
The Treasurer is responsible for all financial activities as defined by each Region. Some of the tasks would include: paying bills in a timely manner, processing registration and sponsor payments, proper handling of contributions and donations, monthly report filing, sales tax processing, obtaining 1099's for annual 1099 compliance, submitting the monthly deposit report form, etc.
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Why do I need to be trained?
Training and Certification ensures that volunteers understand the available resources and the responsibilities of their positions. It also offers the best hope that every family will receive the best possible AYSO experience.
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What training is offered to a Treasurer?
AYSO training for Treasurers begins with the Regional Commissioner. The next step is to take the training course offered online at http://www.aysotraining.org/index.htm. Additional training is offered during Section meetings/conferences/events. Consult your Area Director or Area Management Administrator for details on local training opportunities. Certification is required for all positions and is obtained by taking AYSO’s Safe Haven® either in person or as a webinar.
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What is the time commitment?
Speak to your Regional Commissioner about how much time your position requires.
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Where can I go for support?
First, seek help from your Regional Commissioner. If you need further assistance, call on your Area counterparts, Section counterparts or the Finance Department at the National Office.
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How is the Treasurer involved in registration?
The treasurer or his/her trained representative, must employ a process, using at least two trained volunteers, that will reconcile the number of forms taken in and the amount of monies collected at each registration event. Cash and checks for any event must be deposited the same day collected or on the next banking day. National Player Registration Fees must be paid to the National Office within 30 days of invoice. Note: All players must be registered prior to the Region's first scheduled practice day.
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What is an MDRF?
The Monthly Deposit Report Form (MDRF) is used to report the proper NAP code of all deposits made by Regions, etc. directly to their bank. This form should be used to record all deposits made and then submitted to the National Office at the end of the bank’s monthly statement period. The Treasurer should review the bank statement for the statement end date. All deposits should be made on the same day or by the next banking day after receiving the cash/checks. The MDRF should be submitted no later than the 10th day of the following month. The form can be mailed, faxed, or emailed directly to the National Office.
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What is a deferred National Account Program (NAP) account?
A deferred account is an account that is recognizing revenue in a future period. These accounts are used for registrations and other revenue that is collected prior to July 1 each year for use in a season subsequent to that date, a fall season. This can be used for sponsorship for a fall team that is also collected prior to July 1.
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Does the Treasurer have to prepare the entire Region budget?
No, the Treasurer is responsible for assisting the RC with preparing the annual budget and providing reports on past expenditures and receipts, but is not solely responsible for its completion.
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How does AYSO protect its volunteers and athletes?
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Safe Haven®
Safe Haven® is a program designed to address a growing need for child and volunteer protection. There are four elements in the Safe Haven® intervention cycle: Create Policies, Screen Volunteers, Train Volunteers, and Promote Education and Awareness. These are intended to stop child abuse and its agents before they get into the program.
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The Volunteer Protection Act of 1997
This law grants immunity from certain types of prosecution for volunteers who meet its requirements. In order to receive full protection under the law, AYSO volunteers must: 1. be properly trained and certified; 2. be performing duties as laid out in a position description; 3. act within the scope of AYSO’s Policies, Procedures, and Guidelines.
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AYSO Certification
AYSO’s goal is to provide training certification for all its volunteers. Certification offers the hope that every AYSO child will be treated with understanding, compassion, and respect.
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Kids Zone®
The national media has focused on the negative, even violent, behavior of players, coaches and parents involved in youth sports. Kids Zone® is a dynamic program targeted to eliminate negative sideline behavior. Kids Zone® buttons and signs are distributed throughout the Region and parents are asked to sign the Kids Zone® Pledge promising to behave within the guidelines of the program.
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What are AYSO’s Supervision Protocols?
While performing duties related to an AYSO volunteer position, the volunteer is:
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Subject to the bylaws, rules, regulations, policies, procedures, and guidelines of AYSO;
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Under the overall authority of and directly supervised by the Regional Commissioner; and
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To maintain the recommended adult to child supervision ratio of 1:8 or less; that is one adult for every eight or fewer children and two adults (one of whom may be the coach and one of whom should be of the same gender as the group) present at all times. For the protection of both the children and the volunteer, no volunteer should permit himself or herself to be alone with any child or group of children (except his or her own) during AYSO-sponsored activities.
