Booster Club Treasurer Duties: A Complete Job Description

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:

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 reviewFinancial reviewAn examination of the club’s books after the fiscal year ends by people who did not handle the money, either a committee of non-signers or an outside certified public accountant (CPA). It confirms that every receipt was deposited, every payment was authorized, and the balance matches the bank.All terms 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 reconciliationReconciliationMatching the club’s books to the bank statement each month: the bank balance, plus deposits in transit, minus outstanding checks, equals the book balance. Someone other than a check signer reviews it.All terms is due, who signs.

The Monthly Routine

The Annual Calendar

For a July 1 to June 30 fiscal yearFiscal yearThe club’s 12-month accounting year, set in the bylaws. Many booster clubs use July 1 through June 30 to match the school year, and the club’s filing deadlines count from the day it ends.All terms:

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.

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 reconciliationsReconciliationMatching the club’s books to the bank statement each month: the bank balance, plus deposits in transit, minus outstanding checks, equals the book balance. Someone other than a check signer reviews it.All terms
• Deposit records with matching count sheets
• Payment requests with receipts and approvals
• Adopted budget and amendments
• Treasurer’s reports as presented
• Financial reviewFinancial reviewAn examination of the club’s books after the fiscal year ends by people who did not handle the money, either a committee of non-signers or an outside certified public accountant (CPA). It confirms that every receipt was deposited, every payment was authorized, and the balance matches the bank.All terms 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.

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.