Contents

1. Duties of State Treasurer
2. Regional Treasurers
3. Regional Bank Accounts
4. Record Requirements
5. Reimbursement of operating expenses paid by others
6. Quarterly Reporting
7. Fiscal Year Reporting
8. Vacancy of a Regional Treasurer
9. Record Retention
10. Revision History

Duties of State Treasurer:

The duties of the CA OM Treasurer are:

• Have charge and custody of, and be responsible for, all funds and securities of the corporation, and deposit all such funds in the name of the corporation in such banks, trust companies, or other depositories as shall be approved by the Board of Directors.
• Receive, and give receipt for moneys due and payable to the corporation from any source whatsoever.
• Disburse, or cause to be disbursed, the funds of the corporation as may be directed by the Board of Directors, taking proper vouchers for such disbursements.
• Keep and maintain adequate and correct accounts of the corporation's properties and business transactions, including accounts of its assets, liabilities, receipts, disbursement, gains and losses.
• Exhibit at all reasonable times the books of account and financial records to any director of the corporation, or to his or her agent or attorney, or request therefore.
• Render to the State Director and director(s), whenever requested, an account of any or all of his or her transactions as treasurer, and of the financial conditions of the corporation.
• Prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements to be included in any required reports.

Regional Treasurers:

Each Region shall elect a Treasurer to perform all duties incident to the office of Treasurer, and such other duties as may be required by law, by the Articles of Incorporation of the corporation, or by the CA OM Bylaws, or duties which may be assigned to their said position from time to time by the governing California OM Association.

Regional Bank Accounts:

Regional bank accounts shall be under the name of California OM Association, the Region Number, and tax identification number 33-0860160.

Each Region is required to remit to the State Treasurer, proof of bank account(s) name, and account(s) identification number on an annual basis, and must be on file with the State Treasurer on or before February 15 of the current calendar year.
In the event of changed banking institution, the Regional Treasurer ,must notify the State Treasurer of said transition, and must remit to the State Treasurer in writing the new name, address, phone number of financial institution, and account number(s) within 15 days of change.

Each Regional Officer, and the State Treasurer shall be listed as signers on any and all bank accounts. Regional Director, Secretary, and Treasurer, and State Treasurer will have authority to endorse checks, drafts, other evidences of indebtedness made payable to the order of the Region but only for the purpose of deposits, and any Regional Director, Secretary or Treasurer, and the State Treasurer shall be authorized to endorse all checks, drafts, and other instruments obligating the Region to any money shall be signed on behalf of the Region by any one of the named Regional Officers or State Treasurer.

Each Region is required to remit to the State Treasurer, the Bank Account Information Form, listing any and all bank accounts, and attach a copy of any and all signature cards on or before February 15, of the current calendar year.
In the event of a retiring officer, new signature cards must be completed, and filed at the financial institution upon notification of retiring officer. Updated signature cards must be remitted to the Sate Treasurer within 15 day of change in authorized signatures.

Record Requirements:

Each Region shall maintain financial books and records in accordance with General Accepted Accounting Principles (GAAP).

Each Region shall keep adequate records for financial reporting in accordance to Federal and California State Laws.

• Method of accounting is cash basis
• Method of record keeping, manual or computerized, is at the discretion of the Region.
• Financial transactions, including cash receipts and cash disbursement should be recorded in chronological order.
• Cash receipts should be documented, and should be used to back up information that appears on your regular bank deposit statement(s). A receipt should be issued for each bank transaction. Bank deposits should be made regularly and frequently. Deposit slips should be made in duplicate, with a copy kept to assist in reconciling the bank account at the end of each month.
• Various cash receipts are entered under the appropriate income account category.
• Keep documentation of why each check was written.
• All checks written from the operating account are entered under the appropriate expense category.

Reimbursement of operating expenses paid by others:

1. A signed request for reimbursement form must be given to the treasurer before a check can be issued.

2. The form should state the purpose of the expense, and the amount requested.

3. All receipts, backup or supporting documents of the incurred expense must be attached to the reimbursement form.

4. In the case of items with no receipt, such as mileage, it must be documented on the signed request form.

Quarterly Reporting:

At the end of each quarter, the Regional Treasurer shall remit to the State Treasurer, an accounting of the Region's financial information 30 days after the end of the quarter.

1. First quarter filing due December 31 of the calendar year.
2. Second quarter filing due March 31 of the calendar year.
3. Third quarter filling due June 30 of the calendar year.
4. Fourth quarter filing not required.
5. Final year end filing due September 30 of the calendar year.

Method for quarterly filing requirements only are at the discretion of the Regional Treasurer. The report may be filed by:

1. Paper, via mail or facsimile
2. Electronic, via E-mail

Fiscal Year Reporting:

Final financial reporting for fiscal year ending August 31, must be remitted via paper filing b, and must be signed by the preparer.

1. Final Regional Financial Report is due on or before September 30 of the calendar year.

Vacancy of a Regional Treasurer:

In the event the Regional Treasurer is not able to continue or has failed to perform the duties of the Regional Treasurer, and there is not an incoming treasurer, back accounts, checkbook, and any and all financial books of record will be turned over to the Regional Director within 15 days of termination of post.

In the absence of a Regional Director, the resigning Regional Treasurer will forward bank account, checkbook, and any and all financial books of record to the State Treasurer within 15 days of said termination.

Record Retention:

All records of reported financial information, cash receipts, cash disbursements, invoices and any and all financial records will be kept in the possession of the Regional Treasurer for a minimum of Seven (7) years.

In the event of an incoming treasurer, the past treasurer must give any and all financial records to the new Regional Treasurer within 30 days of former treasurer's termination of post.

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Revision History

Version	Approved by CA OM Board	Changes
Original	April 2, 2000	Initial release