Your First 30 Days as a Volunteer Treasurer
Most volunteer treasurers get the job because nobody else raised a hand. The good news: the first month matters most, and it is mostly about getting organized. This checklist covers what to do while the handover is still fresh. It is general education, not tax, legal or accounting advice for your organization; for your specific situation, talk to a qualified professional.
Week 1: Get the records
- Meet the outgoing treasurer in person. Collect the checkbook, bank statements, the ledger or accounting file, receipts, the last year's reports, and any tax filings.
- Get a list of every account the organization has: checking, savings, PayPal or other payment apps, a petty cash box, a debit card.
- Ask what is due soon: bills, dues notices, insurance renewals, filings.
- Read the bylaws or constitution for what they say about the treasurer, spending approval and the fiscal year.
Week 2: Fix the bank signers
Update the signature card so the former treasurer is removed and you are added. Most organizations should require two officers who are not related to each other to be able to sign, and many require two signatures above a set amount. Update online banking access the same way, and change any shared passwords.
Week 3: Set up simple controls
- Two people count cash. Any cash collected at an event is counted by two people, who both sign a count sheet, before it leaves the room.
- Every payment has a receipt or invoice, and reimbursements are made only against a receipt.
- Never mix funds. Organization money never passes through a personal account, even for a day.
- Someone else reviews the statements. Ask another officer to look over the monthly bank statement. It protects you as much as the organization.
Week 4: Reconcile and report
Reconcile the latest bank statement against your records so you start from a known balance. Then write a one-page report for the next meeting: opening balance, money in, money out by category, closing balance, and anything unusual. Keep the format the same every month; members come to trust a report they recognize.
Put the deadlines on a calendar
Note the fiscal year end, when the budget is prepared, insurance renewals, and any annual filings. Many small tax-exempt organizations must file a return with the IRS every year (the smallest often qualify for the short Form 990-N), and missing three years in a row can cost an organization its exemption. Churches have different rules. Confirm what applies to yours.
Our treasurer's handbooks walk through each of these steps in plain English for churches, clubs, lodges, PTOs, HOAs and other volunteer groups.
