# Booster Club Treasurer Duties: A Complete Job Description

> Booster club treasurer duties in full: the first 30 days, the monthly routine, annual deadlines, records to keep, and the tasks a treasurer never does alone.

- URL: https://boosterclub.org/finance/treasurer/
- Section: Finance
- Updated: 2026-10-08

The booster club treasurer keeps the club's financial records, deposits its money, pays its approved bills, reconciles its accounts every month, reports to the board and members at every meeting, and prepares the year-end figures for the financial review and the federal return. The treasurer is the custodian of the money, not its owner: spending decisions belong to the board and membership.

The job carries real personal exposure. Every officer owes the club a fiduciary duty, meaning a legal obligation to manage its assets carefully and in its interest rather than their own. A treasurer who follows written procedures, keeps a second person involved in every transaction, and documents everything is protected. A treasurer who does everything alone is exposed, even when every dollar is accounted for.

## Core Duties

The treasurer's core duties:

1. **Keep permanent books** that show the club's gross income, receipts, and disbursements, with supporting documents for every entry.
2. **Deposit all money promptly** in the club's name, in a bank the board approved, and keep a copy of every deposit record.
3. **Pay only authorized bills**, with a written payment request, a receipt or invoice, and two signatures on every check or electronic payment.
4. **Reconcile every account monthly** (match the books to the bank or processor statement), including payment processor and payment app accounts, and give the statement and reconciliation to a non-signing officer to review and sign.
5. **Report at every meeting** of the board and the membership.
6. **Present a budget-to-actual report** at least quarterly.
7. **Chair the budget committee** and present the proposed budget for adoption.
8. **Prepare records for the annual financial review** and help the reviewers understand the system.
9. **Prepare or oversee the federal annual return** (Form 990-N, 990-EZ, or 990) and any state filings.
10. **Hand over complete records** to the successor at the end of the term.

## What the Treasurer Never Does Alone

Segregation of duties means no single person handles a transaction from start to finish. These are the treasurer's limits:

| Task | Who else must be involved |
|---|---|
| Signing a check or approving a transfer | A second authorized signer, not related to the treasurer |
| Paying the treasurer's own reimbursement | Two other signers, after the president approves the request |
| Counting cash | A second counter who signs the count sheet |
| Reviewing the bank statement | A non-signer who reviews and signs the reconciliation |
| Approving unbudgeted spending | The board or membership, by vote |
| Reviewing the year's books | The financial review committee or an outside accountant |

The secretary and the financial reviewer should not be check signers. Keeping them off the signature card leaves two officers free to provide independent review.

## The First 30 Days

1. **Get the records.** Collect the ledger, checkbook, bank statements for the past three years, deposit records, count sheets, receipts, the adopted budget, the last financial review report, and copies of the last three federal returns.
2. **Insist on a financial review of the outgoing treasurer's books** if one has not been done. Starting from verified balances protects the new treasurer.
3. **Update bank signers.** Go to the bank with the president and the minutes naming the new signers. Remove every departing signer the same day.
4. **Change every password** for online banking, payment processors, payment apps, and the accounting file. Move logins to club-owned email addresses, not personal ones.
5. **Inventory every account.** List each bank account, processor account, payment app, and stored-value account with its balance on day one.
6. **Read the bylaws and standing rules** for the fiscal year (the club's 12-month accounting year), signing authority, spending limits, and the budget rules.
7. **Confirm the filing status.** Look up the club's federal filing history and the date the next return is due.
8. **Set up the monthly routine** with the reviewing officer: when the statement arrives, when the reconciliation is due, who signs.

## The Monthly Routine

| When | Task |
|---|---|
| After each event | Receive the signed count sheet, confirm the deposit matches it |
| Weekly in busy seasons | Record deposits and payments; process approved payment requests |
| Within 10 days of statement date | Reconcile each account and record processor payouts |
| Same week | Give the statement and reconciliation to the non-signer for review and signature |
| Before each meeting | Prepare the treasurer's report with an end date close to the meeting date |
| At each meeting | Present the report and answer questions; give copies to the president and secretary |

## The Annual Calendar

For a July 1 to June 30 fiscal year:

| Month | Task |
|---|---|
| July | Signers updated, passwords changed, budget takes effect |
| August | Prior-year financial review completed and presented |
| September to October | Re-present budget; set up event change funds |
| November 15 | Federal annual return due (next business day if a weekend or holiday) |
| January | Mid-year review of the books; budget-to-actual report; 1099-NEC forms due January 31 for contractors paid during the prior calendar year |
| March to May | Draft and present next year's budget |
| June | Expense cutoff, final reconciliation, books closed, records ready for review and handoff |

The federal annual return is due the 15th day of the 5th month after the fiscal year ends. For a June 30 year end, that is November 15; for a calendar-year club, May 15. A club that fails to file for three consecutive years automatically loses its tax exemption. See [Which Form 990 a Booster Club Files](https://boosterclub.org/taxes/form-990/).

## The Treasurer's Records

The Internal Revenue Service (IRS) requires a 501(c)(3) organization (a charity exempt from federal income tax) to keep books showing gross receipts, purchases, expenses, and assets, supported by documents such as deposit slips, receipt books, invoices, and canceled checks. For a booster club, the treasurer's file contains:

- General ledger or accounting file, organized by budget line
- Check register, including voided checks
- Bank and processor statements with signed reconciliations
- Deposit records with matching count sheets
- Payment requests with receipts and approvals
- Adopted budget and amendments
- Treasurer's reports as presented
- Financial review reports
- Federal and state returns and filing confirmations
- Contracts, insurance policies, and Forms W-9 from vendors and contractors

Store records in a club-owned shared location, not a personal laptop. See [Booster Club Financial Records and Retention](https://boosterclub.org/finance/record-keeping/).

## Time and Tools

A treasurer of a club with a few hundred transactions a year typically needs a few hours a week in season and an hour a week otherwise. A spreadsheet works for small clubs if it is organized by budget line and reconciled monthly.

> Accounting software built for small nonprofits can track budget lines, import bank activity, and produce the treasurer's report automatically.

## Common Mistakes

- **Accepting the books without a review.** The new treasurer becomes the person who has to explain the predecessor's gaps.
- **Leaving old signers on the account.** Former officers keep access for years, and the bank honors their signatures.
- **Paying from memory instead of a written request.** Without documentation, the reviewers cannot confirm the payment was authorized.
- **Signing a check payable to oneself.** Even a legitimate reimbursement looks like self-dealing when the payee signed it.
- **Using personal email and personal payment apps for club business.** Access disappears with the volunteer, and club money mixes with family money.

## Checklist

### On taking office

- [ ] Collect all financial records, statements, and passwords from the outgoing treasurer
- [ ] Request or confirm a financial review of the prior books (board)
- [ ] Update bank signers and remove departing signers (treasurer and president)
- [ ] Change all banking and processor passwords and move logins to club email
- [ ] List every account and its opening balance

### Every month

- [ ] Record all deposits and payments by budget line
- [ ] Reconcile every bank, processor, and payment app account
- [ ] Give the statement and reconciliation to the non-signer for review and signature
- [ ] Present the treasurer's report at each meeting and give copies to the president and secretary

### Every year

- [ ] Present budget-to-actual reports at least quarterly
- [ ] Close the books and deliver records to the financial reviewers after year end
- [ ] File the federal annual return by the 15th day of the 5th month after year end
- [ ] Hand over complete records and passwords to the successor

## Related Pages

- [Internal Controls for Booster Clubs](https://boosterclub.org/finance/internal-controls/) for the rules that protect the treasurer
- [The Monthly Treasurer's Report](https://boosterclub.org/finance/treasurer-report/) for the report template
- [Closing the Booster Club Fiscal Year](https://boosterclub.org/finance/fiscal-year-close/) for year-end steps
- [Booster Club Board Positions and Duties](https://boosterclub.org/governance/board-positions/) for how the treasurer fits with other officers
- [Booster Club Officer Transition](https://boosterclub.org/governance/officer-transition/) for the handoff

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*This page is general information for volunteer-run booster clubs. It is not legal,
tax, or accounting advice, and BoosterClub.org is not a law firm, accounting firm, or
government agency. Rules change and vary by state and district. Confirm current
requirements with the IRS, the relevant state agency, the school district, and a
qualified professional before acting. If a fact on this page is out of date, we want
to know.*

## Sources

1. IRS: https://www.irs.gov/pub/irs-pdf/p4221pc.pdf
2. IRS: https://www.irs.gov/charities-non-profits/annual-electronic-filing-requirement-for-small-exempt-organizations-form-990-n-e-postcard
3. IRS: https://www.irs.gov/instructions/i1099mec