The Monthly Booster Club Treasurer's Report: Format and Template

Who Receives It and When

Rules a booster club can adopt directly:

• A report is required for each account the club owns. Any account that receives deposits or makes payments counts, including payment processor and payment app accounts.
• The report shows beginning and ending balances, receipts, and disbursements for the period.
• It is posted or distributed, with copies to the president and the secretary, and included in or attached to the minutesMinutesThe official record of what a meeting decided, not a transcript of what people said. The secretary takes them, the next meeting approves them, and the club keeps them permanently.All terms.
• The end date is set shortly before the meeting date so the figures are current.
• Separate reports may be needed for board meetings and general meetings, since they cover different periods.

The Report Is Filed, Not Approved

Under Robert’s Rules of Order, the treasurer’s report is received and filed; members do not vote to approve it. A vote to approve would suggest that the members verified figures they have not checked. Verification comes later, when the annual financial review report is presented and adopted. The chair asks for questions, and the secretary notes in the minutesMinutesThe official record of what a meeting decided, not a transcript of what people said. The secretary takes them, the next meeting approves them, and the club keeps them permanently.All terms that the report was received and filed. Corrections are noted and reflected in the next report.

Treasurer’s Report Template

[Club name] Treasurer’s Report Account: [bank name, account type, last four digits] Period: [start date] to [end date] Prepared by: [treasurer] Date: [date]

Attach a detail list of every receipt and disbursement in the period: date, check number or reference, payer or payee, budget line, and amount.

Reconciliation Attachment

The reconciliation proves the book balance matches the bank. Attach it, with the reviewer’s signature, to every report.

Outstanding checks older than 30 to 45 days should be followed up with the payee. A check still outstanding after 90 days may need a stop payment, with the amount reversed in the books or a new check issued.

Budget-to-Actual Report

The treasurer presents a budget-to-actual comparison at least quarterly, and monthly during the busy season.

Flag any expense line above its budget, and any income line far behind schedule. Recommend a budget amendment when a variance is permanent. See How to Build a Booster Club Budget.

Presenting the Report

1. Distribute the report and attachments before the meeting, or hand out copies at the start.
2. Read the beginning balance, total receipts, total disbursements, and ending balance for each account.
3. Highlight unusual items: large expenses, unbudgeted items, shortfalls.
4. Have the bank statement available for anyone who asks.
5. Answer questions or note them for follow-up.
6. The chair states that the report will be filed; the secretary attaches it to the minutesMinutesThe official record of what a meeting decided, not a transcript of what people said. The secretary takes them, the next meeting approves them, and the club keeps them permanently.All terms.

Questions the Board Should Ask

1. Does the ending balance match the bank statement, after reconciling items?
2. Has the non-signer reviewed and signed this month’s reconciliation?
3. Did every deposit match its count sheet?
4. Are any payment app or processor balances not yet transferred to the bank?
5. Were any payments made without a written request and receipt?
6. Were any payments made to an officer or an officer’s relative? Who approved them?
7. Are any checks outstanding more than 45 days?
8. Which budget lines are over budget, and was the overage approved?
9. How much of the balance is restricted, and for what?
10. Are all filings (federal return, state registrations, insurance) current?

Red Flags in a Report

• No report at a meeting, or a verbal report only
• Round numbers or balances that never change
• The bank statement is never available, or arrives late every month
• Receipts or expenses lumped into “miscellaneous”
• A reconciliation that does not balance, or is never signed by a reviewer
• Unexplained transfers between accounts

These signs matter because a polished report can be false. In a 2026 Tennessee case, the Comptroller’s Office found that a band booster club treasurer gave the board false financial reports that overstated the club’s bank balances while at least $48,650.42 was misappropriated. A grand jury indicted the treasurer in August 2026; an indictment is an accusation, not a finding of guilt. The control that defeats a false report is the one where a non-signer looks at the bank’s own statement every month. See Preventing Embezzlement in Booster Clubs.

Accounting software built for small nonprofits can produce the treasurer’s report and budget-to-actual comparison from the books automatically.