Treasurer’s Calendar
Created and Last edited: 2/6/2018

January

  1. Calculate and send out 1099’s for all vendors.
    • Use Quickbooks online to run the 1099 report. To save the Church money, you can purchase the forms and envelopes at an office supply store. Then, in QBO you can select to print the forms, rather than have QBO file automatically. But either solution is legitimate. Mail the forms to all vendors by the Federal deadline, usually by January 31st.
  2. Send out the annual acknowledgements for donations received during the prior year.
    • During the previous year, the collection each Sunday has been photocopied and given to the Treasurer to record in the XLS (set up by John Ford). You, the Treasurer have been collecting this information into the XLS monthly.
    • Once the year has closed, add up the total donations for each person who donated $250 or more, and run a mail merge with their home addresses to create all the letters with the name, address, and amount donated. Email that multi-page merged document to the Clerk to be mailed to the recipients.
    • See here for more info: https://www.irs.gov/pub/irs-pdf/p1771.pdf
  3. Send out the Sales and Use tax form and amount due to the Georgia Department of Revenue
    • Each January, the Reading Room Librarian will fill-out and sign the Form ST-3 and give it to you. You will find line 14 (Total Amount Due) and write out a check to the GA Dept of Revenue and mail the forms to the address indicated.
    • At some point, this should be filed online. Once we have enough records (last years’ filing was missing), we can move this to an entirely online filing activity.
  4. Monthly Recurring:
    • Pay weekly all bills approved by the Board
    • Issue bi-weekly check to church janitor. Handwritten, and left in an envelope with their name on it in the Reading Room.
    • Pay monthly COP dues.
      • $13 per member per month.
      • Find the number of members on our website under Member’s section, “Membership List” and run the numbers.
      • Mail the COP of Georgia (via SunTrust or hand-cut check) to the address indicated in the SunTrust BillPay line item.
    • Donations XLS
      • Each Sunday, you will have a hard copy of all checks donated to the church. Enter them into your XLS (set up by John Ford) into the proper row (date), in the proper column (donor) for each donation.
    • QuickBooks Online
      • Reconcile the SunTrust account.
        • Open QBO and download and review all transactions. Ensure that all income and outflow items are properly assigned a payee and account.
        • Reconcile.
      • Run the Financial Statement (under Custom Reports) for the month closed. Save locally.
      • Run the Vendor Detail for the month closed. Save locally.
      • Run the Check Detail for the month closed. Save locally.
    • SunTrust
      • Find the statement for the month closed. Save locally.
    • CapitalOne
      • Find the statement for the month closed. Save locally.
    • Board Reports
      • Find all five reports/items which you saved locally and email them in one email to the Board.
    • Issue Church payroll
      • At the month end, the First Reader will send you the time sheet for all Readers, Musicians, etc.
      • Using the hourly pay as indicated on the Standing Rules page of our website, calculate the amount due to each individual and pay them via SunTrust BillPay.

February

  1. QBM: Prepare quarterly reports for previous closed quarter for members. In this case, Oct-Dec of the previous year.
    • If the members approve recurring payments to Morning Light and the JMC, set them up to recur in SunTrust.
  2. Monthly Recurring (see January’s notes)

March

  1. Get ready to file taxes for previous year. File them now, if you can.
  2. Monthly Recurring (see January’s notes)

April

  1. File taxes and copy the Board on the filing.
  2. Monthly Recurring (see January’s notes)

May

  1. QBM: Prepare quarterly reports for previous closed quarter for members. In this case, Jan-Mar of this year.
  2. Monthly Recurring (see January’s notes)

June

  1. Monthly Recurring (see January’s notes)

July

  1. Monthly Recurring (see January’s notes)

August

  1. QBM: Prepare quarterly reports for previous closed quarter for members. In this case, Apr-June of this year.
  2. Monthly Recurring (see January’s notes)

September

  1. Monthly Recurring (see January’s notes)

October

  1. Monthly Recurring (see January’s notes)

November

  1. ABM: Prepare quarterly reports for previous closed quarter for members. In this case, Jul-Sep of this year. Also prepare some annual report for the previous year.
  2. Monthly Recurring (see January’s notes)

December

  1. Monthly Recurring (see January’s notes)