Treasurer Transition Process and Checklist

The Chapter Accounting Policies and Procedures provides guidelines to a chapter transitioning chapter Treasurers.

To ensure a smooth transition within chapter leadership, incoming and outgoing treasurers should review chapter operations together if possible.  If the outgoing treasurer is not available, SCORE HQ Accounting will assist with access to Sage Intacct and the National PayPal account as well as answering any questions that the new treasurer may have.  The Chapter Chair may need to assist in the absence of the outgoing treasurer to a greater degree.

A) Outgoing Treasurer

• Reviews chapter normal operating procedures with the new treasurer.

• Transfers over Sage Intacct User IDs to incoming treasurer by changing the User ID’s email address to the incoming treasurer, coordinating to remove one’s own 2-step verification number, trusted devices and adding the incoming treasurer’s 2-step verification number if needed due to multiple users, this can be done in stages. See ADD OR CHANGING VERIFICATION PHONE NUMBER-INTACCT.

• Reviews any special reports created in Sage Intacct for chapter use.

• Hands over all Bank of America banking materials including deposit slips, ATM deposit card, deposit envelopes.

• Shares the National PayPal account User ID and password with the incoming treasurer.

• Transfers any permanent files to the incoming treasurer or review the location in the office with the new treasurer.

• Provides access to any Excel files used for local reporting and asset inventory.

• Returns any keys, asset listings and software passwords to the Chapter Chair.

B) The Chapter Chair

• Updates Chapter Leadership Roster in CORE/Engage to include the incoming Treasurer.

• Notifies accounting@score.org that there is a new incoming treasurer for the chapter.

• If the chapter is using the banking mobile app, the Chapter Chair should contact deposit@score.org to request removing the existing account and adding a new account for the incoming treasurer.  We will need name, email address and cell phone number.  SCORE HQ accounting will create the new User ID and assist the new treasurer with access.

• Updates designated approver listing (if applicable) by emailing accounting@score.org

• Works with Incoming Treasurer to determine reporting needs for leadership

• Shares existing contracts with Incoming Treasurer

A) Incoming Treasurer

• Reviews Finance and Accounting policies and procedures
• Completes Treasurer Onboarding Training when it becomes available online on Welcome Incoming Treasurers Support Center page
• Reviews Procedures for Submitting Bills to HQ and Procedures for Making and Reporting Deposits to HQ
• Performs an initial review of the financial information
• Reviews historical financials for prior fiscal year-end to current reporting period including Bills Analysis Report AI66 (informal audit)
• Reviews current year’s budget
• Reviews any existing chapter contracts – expiration dates and language
• Reviews reporting needs with the Executive Committee