18 Hole Policies and Procedure Manuals

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2. Get receipts for the Association’s files before paying. Check the math closely to avoid mistakes. D. NON-BUDGETED EXPENDITURES 1. Obtain Presidential approval for all non-budgeted expenditures. Do not give permission for committee members to go over their budgets, unless approved by the President. 2. Advise the Board as to the status of funds. Stress to the committee members they are expected to remain within their budgets. Spending more than allocated to their committee can create budget issues. A. FISCAL YEAR END ACCOUNTING 1. The year-end books must be closed by the Treasurer by January 30 th and should reflect all expenses incurred by the Association for the previous year. 2. Unrecorded Year End Budget Items: Any budgeted expense that was not incurred by the association by January 30th under the authorization of the previous Year’s Budget process must not be recorded. The Executive Committee must either re-budget the item or not authorize the subsequent commitment of the item. B. BUDGETS 1. January - Attend the budget planning meeting. Determine the new budget using a “best guess” scenario for the number of expected members and the previous year’s budget and expenditures. Adjust allocated funds as directed by the Executive Board. Once the new budget is approved, issue an updated copy to all Board members. 2. Review the tournament budgets with the Second Vice President once the budget is approved. 3. Present the Executive Board approved budget at the Association’s Opening Meeting for approval, having modified said budget with Presidential approval to reflect all known revenue and expense changes that occurred in the time interval between the Board and Opening Day meetings. C. DUES 1. In March, submit the AACWGA 18-Hole Membership Roster to the AAC Accounting Department so that dues can be billed to each member’s AAC club bill. The Membership Roster should be in excel format, attached to an e-mail, and reflect each member’s name, AAC account number and the dollar amount to be billed. D. SUNSHINE FUND 1. Deposit fund money in the bank. 2. Have 1st Vice President request donations on the registration form and/or solicit funds at the Opening Brunch/Lunch. 3. Memorials for deaths are paid from this fund. E. FINANCIAL RECORDS 1. Checks and deposits must be tracked. Carefully assign each check or deposit to the correct committee to maintain accuracy. If a check or deposit covers more than one item, assign each item to the correct committee. 2. On a flash drive, maintain a record of all checks and deposits for the current year and maintain paper records of the monthly bank statements. Also maintain budgets and actuals on a flash drive. F. FILES Keep accurate files for each committee for all receipts. Committee reports should also be kept. Additional files, such as club bills, should be kept at the treasurer’s discretion.

IV. ACCOUNTING FUNCTIONS