Texas Counseling Association Budgets & Finance Slti 2012

Fiscal Year Calendar Close Prior Fiscal Year Set up New Budgets July August Close Prior Fiscal Year Set up New Budgets PG Pre-Registration Opens DOG Pre-Registration Opens Set Up New Contact Lists Audit for Previous Fiscal Year Set up Registration Grids for PG Registration Increases

Fiscal Year Calendar DOG Conference PG Registration in Full-Swing September October DOG Conference PG Registration in Full-Swing Reporting on Registration Events Counts for PG Events Due Orders for Registration Supplies PG Incentives SCC Pre-Registration Opens

Fiscal Year Calendar PG Conference Finance Committee Meeting November December PG Conference Finance Committee Meeting BOD Meeting Senate Meeting Close out DOG Conference Reconcile receipts from PG Process PG Expense Vouchers Prep for SCC Short Month

Fiscal Year Calendar Calendar Yr Reporting Sales Tax Payroll Taxes January February Calendar Yr Reporting Sales Tax Payroll Taxes Contract Taxes SCC Finance Committee Meeting Close out PG

Fiscal Year Calendar Request Budget Info Work w/ Divisions on Budgets March April Request Budget Info Work w/ Divisions on Budgets CCC Pre-Registration Opens Review upcoming Contracts Budget Preparation Projected Yr-End Division Budgets Due PG Early Bird Registration Opens Property Tax Due

Fiscal Year Calendar CCC May June CCC Three Virtual Budget Meetings w/ Finance Committee 990 Due Close out CCC SLTI Finance Meeting BOD Meeting Senate Meeting

Monthly Financial Reporting Excel Spreadsheet File Balance Sheet Budget vs Actual Profit and Loss Detail Enrolled Members Expired Members Membership Count (email message)

Monthly Financials One File Six Tabs

Texas Counseling Association   Texas Counseling Association XYZ Balance Sheet As of October 31, 2011 Oct 31, 11 ASSETS Current Assets Checking/Savings 1000 · Operating Cash Accounts 1004 · Frost Commercial Account 1004f · XYZ Cash Account 9,730.52 Total 1004 · Frost Commercial Account Total 1000 · Operating Cash Accounts Total Checking/Savings Total Current Assets TOTAL ASSETS LIABILITIES & EQUITY Balance Sheet Modified – Assets Only Bank Account Balance

Texas Counseling Association   Texas Counseling Association XYZ Budget vs Actual July through October, 2011 Jul - Oct 11 Budget $ Over Budget % of Budget Ordinary Income/Expense Income 510 · Division Income 5100 · Division Dues Income 2,375.00 4,500.00 -2,125.00 52.78% 5103 · Division Sales Income 180.00 400.00 -220.00 45.0% 5104 · Division Misc. Income 0.00 800.00 -800.00 0.0% Total 510 · Division Income 2,555.00 5,700.00 -3,145.00 44.83% Total Income Expense 511 · Division Expense 69000 · Monthly Admin Fee 255.50 350.00 -94.50 73.0% 5110 · Conference Expense 814.27 2,000.00 -1,185.73 40.71% 5130 · Scholarships 500.00 -500.00 5150 · Printing 250.00 -250.00 5160 · Postage 66.32 300.00 -233.68 22.11% 5180 · Awards 100.00 -100.00 5190 · Continuing Education 1,310.00 -1,310.00 5200 · Supplies 429.68 130.00 299.68 330.52% 5210 · Professional Services 750.00 -750.00 5220 · Website/Technology 10.00 -10.00 Total 511 · Division Expense 1,565.77 -4,134.23 27.47% Total Expense Net Ordinary Income 989.23 100.0% Net Income Budget vs Actual Budget amounts determined by Divisions Year-to-date totals

Profit & Loss Current month totals and year-to-date totals   TEXAS COUNSELING ASSOCIATION XYZ Profit & Loss YTD Comparison October 2011 Oct 11 Jul - Oct 11 Ordinary Income/Expense Income 510 · Division Income 5100 · Division Dues Income 565.00 2,375.00 5103 · Division Sales Income 0.00 180.00 Total 510 · Division Income 2,555.00 Total Income Expense 511 · Division Expense 69000 · Monthly Admin Fee 56.50 255.50 5110 · Conference Expense 814.27 5160 · Postage 66.32 5200 · Supplies 385.00 429.68 Total 511 · Division Expense 441.50 1,565.77 Total Expense Net Ordinary Income 123.50 989.23 Net Income Profit & Loss Current month totals and year-to-date totals Only shows accounts with activity

Detail Year-to-date with detail descriptions XYZ Profit & Loss Detail TEXAS COUNSELING ASSOCIATION XYZ Profit & Loss Detail July through October 2011   Date Name Memo Amount Ordinary Income/Expense Income 510 · Division Income 5100 · Division Dues Income 07/04/2011 V896 & 7879 80.00 08/02/2011 LB 88 90.00 09/20/2011 V954 & 7961 200.00 10/10/2011 CH 101011 70.00 Total 5100 · Division Dues Income 440.00 5103 · Division Sales Income 08/04/2011 XYZ Polo shirt sales 180.00 Total 5103 · Division Sales Income Total 510 · Division Income 620.00 Total Income Expense 511 · Division Expense 69000 · Monthly Admin Fee 07/31/2011 to charge 10% admin fee 45.00 10/31/2011 56.50 Total 69000 · Monthly Admin Fee 101.50 5110 · Conference Expense 07/06/2011 XYZ Prog Ad - PG 11 100.00 Total 5110 · Conference Expense 5160 · Postage 09/12/2011 Mary Ball XYZ Postage 18.36 Total 5160 · Postage 5200 · Supplies Kim Jones XYZ Ink 23.04 10/01/2011 Joe Smith XYZ Display Board 125.00 Total 5200 · Supplies 148.04 Total 511 · Division Expense 367.90 Total Expense Net Ordinary Income 252.10 Net Income Detail Year-to-date with detail descriptions

Data Fields Include Name, Address, Phone Email Enrolled Other divisions they are members of Region Membership Expiration Date Etc Enrolled All division members who enrolled or renewed in current month

Data Fields Include Name, Address, Phone Email Expired Other divisions they are members of Region Membership Expiration Date Etc Expired All members whose membership expired at the end of the current month Not renewed by the time the reports were pulled

Division Member Count Discrepancies Total number reported in monthly email Date when reports are pulled Duplicate membership records

Checks and Balances Keep copies of expense vouchers & receipts Keep copies of checks mailed to TCA. Include reconciliation form when mailing money. Compare copies with monthly financial statements Coded correctly Amount paid/deposited correct Cannot approve own expenses

Expense Vouchers Approved by Treasurer or President Submit by Email (prefered) Include Receipts (copies ok) Do not mail originals if email was sent Code each expense with correct account code (refer to your budget assumptions) Checks processed every 2-3 weeks

Expense Voucher Indicate Division at Top Use Codes Listed at Bottom (all divisions same set of codes) Approval Signature and Date Attach Receipts

Budget Template Projected Current Year End Past Years Blank Column   Jul '09 - Jun 10 Jul '10 - Jun 11 Projected YE 2012 Proposed 2013 Budget Ordinary Income/Expense Income 510 · Division Income 5100 · Division Dues Income 3,220.00 4,500.00 5,445.00 5101 · Division Conference Income 0.00 5102 · Division Workshop Income 5103 · Division Sales Income 98.00 280.00 5104 · Division Misc. Income 100.00 Total 510 · Division Income 3,418.00 5,725.00 Total Income Expense 511 · Division Expense 69000 · Monthly Admin Fee 273.44 360.00 570.00 5110 · Conference Expense 3,183.31 2,117.61 2,649.16 5120 · Nominations/Elections 5125 · Travel 5130 · Scholarships 500.00 5131 · Research Grants 5140 · Newsletter 5150 · Printing 145.93 145.27 5160 · Postage 61.56 126.32 5170 · Board Meeting 81.88 200.00 5180 · Awards 83.24 5190 · Continuing Education 155.00 926.43 1,310.00 5200 · Supplies 615.71 5210 · Professional Services 311.86 1,018.40 750.00 5220 · Website/Technology 5230 · Misc Expense 40.00 Total 511 · Division Expense 4,088.73 5,329.93 6,806.46 Total Expense Net Ordinary Income -670.73 -829.93 -1,081.46 Net Income Budget Template Projected Current Year End Past Years Blank Column