"Admin
Bandit simplifies and distils the necessary information - it is really
user-friendly and has made producing reports a seamless exercise." TC Lyneham Preschool
Relax ... it is not going to be
difficult to be the Treasurer of your Preschool Parent Association |
FINALISING THE YEAR Treasurers workshop
(Nerida Gill of Admin Bandit) |
| Downloads: |
Preparing for the audit
|
Doing the audit
- Arrange it for an early date- so it is ready for next year's AGM
- Take with you
- Receipt book/s
- Savings book (if you have one)
- Copies of the BAS
- All End of Year reports
- Constitution (if a new auditor)
- AR Form
- Bank deposit book/s
- Cheque book/s
- Bank statements
- Tax invoices
- Minutes of meetings
- Previous year's audit report
- Copy of the data file on CD
- Get Question 9 on AR Form signed by the auditor
- Leave the data on your computer until after the audit is complete
|
Next year
|
Provide the new treasurer with:
|
Tell the new treasurer about:
- Ensuring that a motion is made and approved, at the first General Meeting, to say that all "Fund Raising will be separate for GST purposes"
- Playgroups starting in week three of term one and they attract GST
- The new web-based version of Admin Bandit software
- That the CPS will provide all new Treasurers with training in the new year - 19th of March 2009.
|
FINALISING THE YEAR Additional Notes
|
| |
“Preparing for the audit”
- Auditor - If your auditor is not available, CLICK HERE for a list of auditors.
- Approve all payments – Include approval for the audit.
- Finalise all transactions - means paying all the bills and banking all the money. It is good to encourage suppliers to bank their cheques before 31 Dec too. Perhaps include a note with the cheque when posting.
- Reconcile – any transactions dates after 31 December go into next year’s accounts including the audit fee.
- Re-bank the float - Record the re-banking of the petty cash float via the Bank Deposit screen under “Repaid Petty Cash”. No monies are to be held by the teacher over the holidays. Tell the teacher to finalise petty cash by mid December.
- End of year reports are available via the Reports Menu in Admin Bandit software.
- Data – One copy to be held at the preschool and one for the new treasurer. The data.mdb file is usually found in the folder c:/Program Files/Admin Bandit 2000 folder if you’re using the latest version otherwise look in c:/Program Files/Treasurer’s Useful Box folder.
- Minutes – you may have been keeping these during the year, otherwise, get copies from the Secretary to show approval of expenditure.
- AR Form – is available to download above
- Balance Sheet - You’ll need to prepare a balance sheet last year’s audited financial statement. If you’re having trouble ask the auditor for assistance.
|
“Doing the audit”
- Arrange it for an early date – Vital to have the audited financial statement ready for the AGM because it is a requirement of the Registrar General’s Office to lodge the AR Form with the audited financial statement.
|
“Next year”
- ATO Registration Details Form - is available to download above.
- Admin Bandit Details - If you have purchased the new version, ensure your contact details are up to date by logging in to Admin Bandit Website with your userid. The site also has a host of information, tips and advice - so be sure to have a look around.
|
“Provide the new treasurer with”
- Change of Signatories Form – it is helpful to explain the process of changing the signatories. ie. Each new signatory has to go to the bank with the 100 points and a copy of the AGM minutes showing their position on the committee. The last one to do it leaves the form with the bank.
- Authorised Contact - You are the authorised contact with the ATO until the next treasurer lodges the Change of Registration Details form with the ATO. So it is in your interests to assist that process.
- Five years – The handover of the records is often more successful when done at an agreed time within a few weeks of the AGM. Can even involve a cuppa or alcohol!
- ☺
|
Page updated: 21 March 2010
|
