Treasurer: Please take an hour to familiarize yourself with the information in this FAQ, and please keep it for reference. This FAQ is designed to break the duties of the Treasurer into trivial subtasks, insuring that anyone, regardless of their experience, can easily and correctly fulfill the duties of Treasurer.

Q: Where do I get bank statements?
A: As of 6/2002 they are sent to Phil Barnett at P.O. Box 944 Plymouth FL 32768, so you can get them from Phil Barnett.

Q: Where is our bank account?
A: Our bank account is at Suntrust, Acct #0723700009776. The home branch of our account is at ????

Q: How many signatures are needed to issue a check?
A: By law (and our bylaws), every LEAP check requires two signers. This is why the president, vice president, secretary and treasurer should all be official signators.

Q: Where is our checkbook?
A: You will receive the checkbook from the outgoing treasurer upon taking office.

Q: What are my  monthly duties?
A: Report to the Exec Committee on the state of the treasury. <Here's How>

Q: What are my quarterly duties?
A:  taxes - mar jun sept dec by the end of month; Use telefile. See the instructions in the maroon folder for telefile. CPA tells us how much the quarterly payments are. Once Leap has acquired 501c3, there will be no requirement to file federal tax forms.  It will be replaced by the 501c3 paperwork.

Q: What are my yearly duties?
A: Here they are:

• Complete and submit the Uniform Business Report <Here's How>
• You should be able to delegate this task to the Vice President
• It should be received in January. If not check with Phil Barnett or whomever supplies LEAP with a mailing address. If they don't have it, contact the state in early February.
• Send it in before April 1. It's due no later than May 1, and there are steep penalties for late filing.
• Business meeting presentation
• At June meeting???? (I thought it was August when we had our business meeting Tony)
• The business meeting presentation should be announced ??? days ahead of time
• <Here's how to create and format the business meeting presentation>
• Federal taxes by Sept 30 <Here's How>
• State taxes forms by Sept 30 (No $$ at this point) <Here's How>
• Use our CPA for our taxes. Call her no later than 7/15.
• Upon your election, perform your <Incoming Treasurer Duties>
• Before leaving the office of treasurer, perform your <Outgoing Treasurer Duties>

• Collect dues and make entries into the ledger <Here's How> x <What is the Ledger>
• Collect other funds; Make entries into the ledger. <Here's How>
• Deposit $$ into bank <Here's How>
• Reimburse people spending personal funds for authorized LEAP expenditures <Here's How>
• Maintain petty cash at about $100. <Here's how to account for petty cash>
• $1's and $5 bills are the most useful for change.
• During the second half of the year when dues are $17.50 you will need quarters.
• $300-500 cash is required for the HamCation.

• Verify that the ledger is in order and count the petty cash.
• Fill out the paperwork to get the incoming officers (Pres, VPres, and Treas) on the bank account.  Take this along with the signed minutes of the election meeting to the bank and complete the process of transferring the names to the incoming officers.

1. Balance the ledger.
2. Hand off all paperwork and files to the incoming treasurer
3. If Suntrust allows it, get signature forms before the election so they can be filled out at the first exec meeting of the new exec committee. Note that some Suntrust branches require proof of the new officers and directors just to get the signature forms.

Q: How do I report to the Exec Committee on the state of the treasury?
A:  Usually the only information presented at the monthly meeting is the current balance of the bank and petty cash accounts. Answer any other questions asked by the Exec committee.

Q: How do I pay quarterly taxes?
A: Tony???

Q: How do I fill out and submit the LEAP Federal taxes by Sept 30?
A: Tony?

Q: How do I fill out and submit the LEAP State taxes forms by Sept 30?
A: This is state sales tax from Hamcation.Tony?

Q: What is a ledger?
A: Tony???

Q: How do I collect member dues and record the transaction in the ledger?
A: Write the new member a receipt. Make an entry into the petty cash portion of the ledger. Put the new member in the list of paid up members. Place the check or cash where you can deposit in the bank.Tony, is this correct???

Q: How do I collect non-dues funds and record the transaction in the ledger?
A: Write the contributor or customer a receipt if appropriate. Make an entry into the petty cash portion of the ledger. Put the new member in the list of paid up members. Place the check or cash where you can deposit in the bank.Tony, is this correct???
A: Tony???

Q: How do I reimburse a member or nonmember for authorized LEAP expenditures paid for with the member or nonmember's personal funds?
A: If possible obtain a receipt or copy of the receipt from the person. Write the person a LEAP check for the amount. Make an entry into the portion of the ledger from which the payment is being made. (Petty cash or Bank). <How to Decide Which Account>

Q: How do I decide whether to record a reimbursement in petty cash or bank?
A: Tony???

Q: How do I deposit LEAP money in the LEAP bank account?
A: Go to any Suntrust branch, fill out a deposit slip, show them some identification, and either give them the account number or tell them it's for Linux Enthusiasts and Professionals. Have them doublecheck the number against the corporation name. Get the receipt, and save it for at least several months in case there's a discrepancy.

Q: How do I account for petty cash?
A: Tony???

Q: How do I get the paperwork from the bank to get the incoming officers names on the account.
A: Call Suntrust and ask what you need to do to get new signature forms. If they tell you that you must have a list of the incoming officers, then the incoming treasurer must do this. At any rate, whomever does it should bring in the latest list of officers and directors from sunbiz.org <here's how to find it>, and if required you must bring in the election meeting minutes proving the new officers and directors.

Q: How do I create and format the business meeting presentation?
A: According to Tony Becker, there is no defined process.  I would suggest using the previous years Star Office presentation and update the numbers.  Tony has provided the 2000-2001 file. Steve Litt suggests that future treasurers define this process more completely.

Q: How is the Uniform Business Report (UBR) Completed and Submitted?
A: Here is the process:

• February 1, make sure you have the UBR form.
• If not, ask the person in charge of the LEAP mailing address.
• If still not, ask the state for another one.
• <What if I can't get it from the state?>
• Fill out the form (Steve -- expand on this???)

• Go to http://www.sunbiz.org
• Activate the dropdown list
• Click "Download Forms" under OBTAINING FILING FORMS
• Click the "Florida Corporations (Profit and NonProfit)" link. The "Florida Corporations Forms (Profit and NonProfit)" page will load.
• Left click the "*NonProfit Uniform Business Report/Annual Report*" link, and choose "save link as", or whatever you do to save the .pdf on your computer.
• You're done.

• Download the UBR PDF <Here's How>
• Fill out the form (Steve???)
• Mail in the form to the address on the UBR

• Go to http://www.sunbiz.org
• Activate the dropdown list
• Click "Corporations, Trademarks & Limited Partnerships" under ONLINE SEARCHES & DOCUMENT IMAGES
• After considerable load time, the Public Inquiry page will load. Once it's loaded, you'll see the "Name List" link, which is not underlined. You need to mouse over in order to see it's a link. Click the "Name List" link. The search page will load.
• Enter "Linux Enthusiasts" in the search box, and click the submit button.
• You'll see a link to LEAP at the top of the list. Click it.
• The corporation information page loads. You're done.