1. 2019 GAA Treasurer’s Update
Gladiators Athletic Association
Johns Creek High School

2. Contents New GAA Executive Board Online Forms Access Check Requests
Standard Check Requests
Club Transfer Requests
Deposits
Standard Deposits
PayPal/Square Deposits
Donations
Company Matching Donations
In-Kind Donations
GAA Memberships
Form Cheat Sheet, Tips, & Reminders
School Accounts
Reporting
Discussion Topics

3. New GAA Executive Board
Mike Bryant – President –
Mike Passilla – Vice President –
Ryan Stansbury – CFO/Treasurer –
Shell Rutledge – Finance –
Vickie Riccardo – Membership –
Andruw Borsuk – Fundraising –
Elizabeth Stansbury – Secretary –

4. Expectations of the New Board
Timely responses and support.
Open communications.
Changing processes to try to eliminate…
Lost or misplaced checks.
Missed or late payments.
GAA members denied access to games.
Commitment to working on behalf of all JCHS clubs.
Every effort will be made to process and send check requests within a few days.

5. Online Forms Access Visit johnscreekathletics.org. Hover over “More”.
All forms are under the “GAA” heading.

6. Check Requests
Get approvals prior to submission. Checks require approvals of Treasurer/President and coach (if over $500). approvals are fine.
Include a good address as most checks are mailed.
If vendor requires invoice, signed contract, etc., attach copy to request.
Consolidate requests if possible. If paying one person for multiple items, break out by line rather than submit multiple requests.
Include a SSN for individual services s mailed at start of 2020.
Do not include check requests with deposits. This will cause delays.
ed requests:
Scan and all documentation to:
Hard copy requests:
Staple all receipts, invoices, approvals, etc. behind the form.
Place or send all documentation to the GAA Treasurer’s box at JCHS.

7. Club Transfer Requests
Club transfer requests should be completed as a check request using the check request form.
Clearly note “CLUB TRANSFER” on the request.
Be sure to notify the receiving club of the transfer.
An entry will be made in QuickBooks to reflect the transfer between applicable clubs, but no check will actually be issued.
Completed check request forms should be placed or sent to the GAA Treasurer’s mailbox or ed to

8. Standard Cash/Check Deposits
Checks payable to Gladiators Athletic Association or GAA.
Stamp all checks using deposit stamp outside Stacey Koon’s (bookkeeper) office. Remove staples or the bank will reject.
Complete all relevant fields including sport, contact information, and type of income so deposits can be properly allocated.
For checks, complete the check remittance form on page 2. Required to research corrections or insufficient funds.
Do not leave deposits in the GAA mailboxes.
Place deposits in an envelope and into drop box/safe outside the bookkeeper’s office. Sign the deposit list binder.
Kim Margarite will pick up deposits ~every other week to deposit. if necessary at:

9. PayPal & Square Deposits
PayPal and Square deposits need deposit forms completed to ensure payments can be properly allocated.
Do not place PayPal and Square deposit forms in the drop box/safe with check and cash deposits.
Completed deposit forms should be placed or sent to the GAA Treasurer’s mailbox or ed to

10. Company Matching Donations
Encourage donors to submit for matching donations with employers.
65% of Fortune 500 companies offer matching gift programs.
84% of donors say they’re more likely to donate if a match is offered.
1 in 3 donors indicate they’d give a larger gift if matching is applied.
Send notification of any company matches to so matching funds can be properly allocated.

11. In-Kind Donations
Clubs need to fill out an in-kind donation form for donated company goods or services.
As a 501(c)3 non-profit, we need to collect this information for our annual 990.
Place or send completed forms in the GAA Treasurer’s mailbox or to
You can produce a donation receipt letter if requested.
Download and complete the donation receipt letter from the GAA website.
Fill in the date, donor name, and fair market value of the donated items.
Letter has already been signed, so you are free to send it directly to the donor.

12. GAA Memberships
Redefining process to prevent lost checks, speed up handling, and ensure members are not denied entry into games.
PayPal prices updated to include fees so sports don’t incur cost. Convenience fee for credit cards or avoid by sending checks.
Online memberships (paid through PayPal):
Portal redesigned to conform with membership form and include PayPal fees.
Hard copy memberships:
Completed membership forms must accompany all checks to ensure dues are properly allocated to all sports.
Do not include membership checks with standard deposits.
Place or send requests in GAA Membership box or send to:
Vickie Riccardo, GAA VP of Membership
3030 Wellington Rd.
Johns Creek, GA 30022

13. School Accounts
School accounts are funded by player participation fees.
GAA membership dues should not be used for participation fees. Participation fees handled through Fulton County.
School funds are used exclusively to fund:
Additional salary for community coaches.
Equipment, uniforms, and referees.
Encourage use of school funds for the above prior to GAA funds, but not required.
Remaining funds roll over to the next year, but prefer to use player funds the year they participate in the sport.
Club will transfer funds to school account for negative balances.

14. Tips & Reminders
Do not leave check requests, Pay/Pal/Square forms, or membership forms/checks in JCHS drop box.
Standard check/cash deposits are only picked up every two weeks, which will result in delays or lost forms and checks.
Mail is most likely quicker than dropping things off at the high school.
Mailed items can take as little as one day, but the board can’t get to the high school every day.
Don’t ask kids to drop off forms and checks.
Misplaced checks have caused delays, and the kids aren’t always aware of where they should be placed.

15. Reporting
Quickbooks Profit & Loss and General Ledger statements are generated on Sunday mornings.
Please review these at least monthly.
For questions regarding items on these reports
P&L:
Shows current balance and any prior year rollover.
General Ledger:
Shows line item details on the P&L.

16. Form Cheat Sheet Check Request Form Deposit Form Membership Form
Standard check requests (GAA Treasurer)
Club transfers (GAA Treasurer)
Deposit Form
Standard cash & check deposits (JCHS Drop Box)
PayPal & Square deposits (GAA Treasurer)
Membership Form
Membership deposits (GAA Membership)
In-Kind Donation Form
Company donated goods & services (GAA Treasurer)

17. Open Discussion Reporting Process Suggestions
What reporting periods/timing is most helpful?
Has been suggested to have the latest month rather than YTD up to whatever date the reports run on.
Process Suggestions
We are open to suggestions that make things easier for the clubs!
Content Suggestions for the Web Site
This presentation will be posted on the GAA web site.
List of treasurers for all clubs so we can reach out to each other for questions, help, etc.