Treasurer

Fiscal Year:

• The fiscal year of the Branch shall be May 1 to April 30, and the Treasurer shall submit to each Annual General Meeting an accounting of the funds received and expended during the financial year completed preceding such meeting. In addition to the reporting of the fiscal year at the Annual General Meeting, the treasurer shall also prepare a report detailing the year-to-date funds received and expended.

Banking:

• The branch operating accounts will fall under CSHP National’s current banking agreement with TD Canada Trust and, as such, authorized representatives of CSHP National will be responsible for all activities on the account including signing authorities.

Expense Processing

• Whenever possible, a branch will arrange for vendors to invoice the branch directly for all goods and services purchased by the branch.
  • The vendor invoice must reflect the official name of the branch as noted in this document and the invoice should be forwarded to the Branch Treasurer for processing.
  • Upon receipt of the vendor invoice, the Branch Treasurer will:
    • Code each item on the invoice using the account numbers listed in Appendix B – Revenue and Expense Accounts List.
    • Obtain approvals in accordance with Branch policy.
    • Submit the vendor invoice to CSHP National for payment processing
    • The package should be e-mailed to the attention of the Financial Administrator, CSHP National at the mailing address provided in this document.

• Purchases made with Personal Funds (e.g. food for meetings, stamps, parking, office supplies, etc.)
  • When personal funds are used to pay for a purchase (including travel), reimbursement can be obtained in one of two ways:
    • Reimbursement through Petty Cash (see Petty Cash section of this document) for smaller amounts, OR
    • Complete the Branch Expense Claim Form with all original itemized receipts attached and submitted to CSHP National for reimbursement.

Petty Cash

• A petty cash float of $200.00 will be maintained and controlled by the branch.
• Reimbursement cheques will not be issued for expense claims less than $25.00. That said, if an expense claim is less than $25.00, the Branch’s petty cash fund should be used for reimbursement.
• All branches must reconcile and replenish (if needed) their Petty cash floats on a quarterly basis (at a minimum) using the Branch Petty Cash Reconciliation Form.
• The Branch Petty Cash Reconciliation Form must be completed with all itemized receipts attached and all expenses must be approved in accordance with Branch policy.
• The completed form and receipts must be mailed to CSHP National by the 20th day of the month following the last day of each fiscal quarter:
  • Quarter ending July 31st due August 20
  • Quarter ending October 31st due November 20
  • Quarter ending January 31st due February 20
  • Quarter/year ending April 30th due May 20th.
• Petty Cash reconciliations may be done monthly at a branch’s discretion.
• The package should be e-mailed to the attention of the Financial Administrator, CSHP National at the mailing address provided in this document.
• CSHP National will issue a Petty Cash replenishment cheque from the branch bank account within 15 business days following receipt of the Branch Petty Cash Reconciliation Form provided the form is complete and all supporting documentation has been submitted.
  • Replenishment cheques will be made payable to the Branch Treasurer, personally, who will cash the cheque and replenish the petty cash float accordingly.

Branch Expense Claim Form

• Where the Branch Expense Claim Form is used:
  • An itemized receipt is required for each purchase claimed on the Branch Expense Claim Form.
  • Receipts must include the following information:
    • Date of transaction
    • Vendor name
    • Vendor GST/HST registration number
    • Description of item
    • Amount before tax, GST/HST, total amount paid.
• If a credit card is used to pay for the purchase, the credit card receipt is not sufficient. The detailed receipt with the information noted above is required.
• Cheques will not be issued by CSHP National for expense claims less than $25.00. That said, if an expense claim is less than $25.00, the Branch’s petty cash fund should be used for reimbursement.
• Upon receipt of the Branch Expense Claim Form, the Branch Treasurer will:
  • Ensure all receipts are attached.
  • Code each item on the invoice using the account numbers listed in Appendix B – Revenue and Expense Accounts List.
  • Obtain approvals in accordance with Branch Policy
  • Submit the approved Branch Expense Claim Form with all receipts attached to CSHP National for payment processing
  • The package should be e-mailed to the attention of the Financial Administrator, CSHP National at the mailing address provided in this document.

Non-Vendor Branch Disbursements (e.g. awards, donations, etc.)

• Where a branch issues cheques for awards, donations etc. for which there is no vendor invoice or receipt, the branch must:
  • Complete the Branch Cheque Requisition Form
  • Attach all applicable supporting documentation.
  • Code each item using the account numbers listed in Appendix B – Revenue and Expense Accounts List.
  • Obtain approvals in accordance with Branch policy.
  • Submit the approved Branch Cheque Requisition Form with all supporting documentation attached to CSHP National for processing.
  • The package should be e-mailed to the attention of the Financial Administrator, CSHP National at the mailing address provided in this document.
  • CSHP National will issue cheques from the branch bank account within 15 business days following receipt of the vendor invoice, Branch Expense Claim Form or Branch Cheque Requisition Form provided all approvals have been obtained and all supporting documentation has been submitted.

Revenue/Receipts/Deposits Processing

• Branches will submit deposits to CSHP National for processing by:
  • Completing the Branch Deposit Summary Form
  • All deposit cheques and applicable supporting documentation must be attached to the form.
  • The package should be e-mailed to the attention of the Financial Administrator, CSHP National at the mailing address provided in this document.
  • CSHP National will deposit branch cheques to the branch bank account within 15 business days following receipt of the Deposit Summary Form is complete and all deposit cheques and supporting documentation has been submitted.

Surplus Funds

• The Executive Committee may set aside a reserve for contingencies from the surplus funds of the Branch or may invest the surplus funds of the Branch in a manner as may be determined from time to time by resolution.
• A surplus fund, sufficient to cover the basic operating expenses of the Branch for one year, should be maintained to ensure longevity of the Branch.
• The amount of the basic operating expenses is determined on an annual basis by the Executive Committee.

Financial Audit

• The financial report of the Branch shall be distributed to all members at the Annual General Meeting.

Branch Submissions to CSHP National & Financial Reporting

• Mail or e-mail all documents for Expense and Deposits Processing to CSHP National on the last day of each month. This will ensure that there is sufficient time for CSHP National to process the information and issue financial statements to the branches by the 30th day of the following month.
• Whenever possible, all documents for the month should be accumulated and submitted to CSHP National in one (1) envelope only. During peak volume periods multiple and/or earlier submissions will be accepted.

Written Off Amounts

• Amounts to be “written off” will be approved by the Executive Committee, recorded as a motion in meeting minutes, and entered in the ledger of accounts with the date, amount, and an explanation.

Financial Aspects of Educational Programs

• The financial and administrative aspects of the Branch’s educational programs shall be planned by the Program Committee. 

• Solicitation of funds for the AGM and educational events 
See Program Committee, Solicitation of Funds
• Reimbursement of Expenses:
  • CSHP British Columbia Branch will reimburse the Chair or members of committees for approved personal expenses incurred on behalf of the Branch in accordance with the following:
  • Travel Costs:
    • The Executive Committee will review all expense reimbursement requests for travel.
    • Due to financial constraints, group travel is encouraged whenever possible.
    • Mileage will be paid at a rate per km as determined by the Executive Committee.
    • Air fare will be reimbursed at the economy rate plus attendant travel by airport bus or taxi if necessary.
    • Bus fare will be reimbursed at the regular rate plus attendant travel by taxi if necessary.
    • Accommodation will be reimbursed at the standard single room rate or group discount rate (if available), whichever is less.
    • The cost of personal meals will be reimbursed as per actual cost documented with a receipt, to a maximum of:
 Breakfast: $20.00 / Lunch: $30.00 / Dinner: $50.00
    • These expenses and other operating expenses incurred on behalf of the Branch will be reimbursed upon submission of receipts.
    • Please refer to the most updated CSHP National Travel Expense Claim Form for further guidelines
  • Approved travel expenses for CSHP-related events by Branch Council members (e.g. Harrison, Banff) to be contingent on overall financial picture of the branch and reviewed annually by the Finance Subcommittee.
  • Committee Expenditures Committees do not have the authority to expend funds except for Executive approved functions and activities.
    • Funding for special programs, events, or promotional material must receive prior approval from the Executive Committee

Annual Financial Report

• The Treasurer’s annual financial report will include description of receipts and disbursements for the following items:
  • Receipts: membership, program dues, donations/sponsorship, bank income (including term deposit income and interest on bank account), miscellaneous
  • Disbursements: awards/prizes/donations, mailing/photocopy/labels/postage/stationary, printing of Bulletin/programs, Website expenses, travel expenses (speakers, executive members), honoraria (speakers), program costs (room booking, catering, AV rental), bank service charges, miscellaneous.