Frequently Asked Questions - Treasurer

Divvy

Where can I use the Divvy Card?

The are no restrictions on the Divvy card. Transactions are monitored by the Area Directors, Sections Directors and Sections Auditors.

What information do I use to make a payment?

The address on each Divvy card is often the National Office Address unless changed by the user:

American Youth Soccer Organization
Attn: Finance Department
19700 S. Vermont Ave., Suite 103
Torrance, CA 90502

The name on the card, is the name of the card holder.

You can find this information in your Divvy Account, under Cards.

I do not have enough credit line to make a payment, now what?

There are many options:

1. Make a prepayment on the Divvy card to increase your credit line. The payment takes 4 business days to post so be sure to plan ahead when you have large expenses coming up.
2. Set your payment schedule to weekly instead of monthly to refresh the credit line.
3. Request a credit line increase with your section director.

Sales Tax

Why does AYSO have to pay sales tax as a non-profit?

A non-profit is exempt from federal income tax, but sales tax still applies in many instances (sale of merchandise, purchase of uniforms, equipment, etc.). Some states offer sales tax exemptions. State exemptions can be applied for by the SAR and submitted to our office.

Won’t sales taxes decrease the net amount of money the Region receives from the sale?

Yes it will, but it can be minimized by raising the price of item slightly to cover the tax that will be due. For example, Regions may choose to sell T-Shirts for $25 each instead of $20.

What Account Codes are considered taxable?

Revenue recorded in the following general ledger accounts will be taxable in several states; codes 4010 (Merchandise revenue), 4012 (T-shirts revenue), 4024 (Concessions revenue), 4027 (Concessions – Packaged). The same is true for Expense codes 5105-5108 (Uniforms-NO TAX PAID), 5131 and 5135 (Equipment – NO TAX PAID). It is critical that expenses are being coded to the proper code to insure accurate tax filings and fees. If you have questions pertaining to sales tax please contact finance@ayso.org

Do we need a special cash register to itemize and add-on any sales tax due for each concession or fundraising sale?

No. the Finance Department will calculate sales tax due from sales of merchandise and concessions by simply multiplying the appropriate tax rate for the state, times the amount of revenue received from the sale.

Are there any fundraising activities that are NOT considered taxable?

Yes! Generally, non-taxable fundraising activities fall into the category of sales of intangible items, such as car washes or often times sales through a third party. Revenue from non-taxable fundraisers should be coded to 4040 – Fundraising – Other, which is a non-taxable account code.

Are Regions responsible for filing tax returns, sales taxes?

As a single legal entity, AYSO operates as a single corporation with one tax identification number. The AYSO National Office will do the calculation, filing and payment for each state’s sales tax and other required state forms on behalf of the Region as part of our normal support of your Region. Each Region will then be invoiced separately by the National Office for its portion of the total amount due and paid on its behalf.

• Under no circumstances should Regions have any direct contact with sales tax agencies, state or local governments, as this can cause confusion.
• All Sections, Areas, and Regions should reconcile their bank accounts by the 10th of the month (for prior month activity) so that sales tax returns can be properly filed in a timely manner.
• Be sure to categorize transactions as ‘No Tax Paid’ for all purchases when tax is not paid.
• It is recommended that regions pay vendors sales tax up front. If a vendor is not charging sales tax, request them to do so if possible.
• If you have any questions, please email finance@ayso.org.

Are out-of-state purchases subject to sales taxes?

Typically, yes. If the vendor did not charge sales tax, a use tax may be owed. Select an account category including NO TAX PAID as appropriate. Email finance@ayso.org with any questions.

My state has a sales tax exemption letter, do I still need to code to No Tax Paid?

Yes, still select the appropriate No Tax Paid category. Our office must have the state exemption letter on file to determine eligibility and follow state sales taxing authorities. Please note that not all states offer this exemption.

Treasurers / Auditors

What is the role of the Treasurer?

The primary role of the Treasurer is to safeguard the Region’s monies and assets. Treasurers play a vital role in protecting AYSO’s non-profit status.

Treasurers are responsible for acting within the scope of AYSO’s financial policies, procedures and guidelines. They are responsible for:

• Managing revenue and expenses.
• Providing timely financial reports to the Regional Board and the national Finance department.
• Coordinating the annual budget preparation with the help of the region’s board members.
• Overseeing player registration fee handling, payments.
• Abiding by good internal control procedures.
• Maintaining financial records for seven years.
• Coding deposits and expenses for accurate tax reporting.
• Submitting 1099 reports to Finance by January 10 each year.
• Maintaining a reserve of at least $5 per player, but not more that $12 per player to ensure financial stability of the Region.

Treasurers are required to take:

• AYSO’s Safe Haven
• CDC’s Concussion Awareness training
• Cardiac Arrest Awareness (where required)
• Treasurer job training

What is the Treasurer’s role in Registration?

The Treasurer or his/her trained representative, should employ a process, to reconcile the number of registrations received from the registration platform, with the funds deposited into the Region’s bank account. National Player Registration Fees must be paid to the National Office within 30 days of invoice. Note: All players must be registered prior to the Region’s first scheduled practice day.

When should a financial audit be conducted?

An audit should be performed at least once per year. Select a period of time that is convenient such as after the fall season concludes or after the spring season concludes. It is also recommended to conduct an audit whenever there is a change in leadership (RC, AD, SD and or treasurer).

What is the role of an Auditor?

AYSO is a single nonprofit organization and certain financial standards must be followed to maintain this status. Extra care is taken because the assets and the liabilities of each Region belong to the entire organization. The Auditor cannot be a board voting member or a person related to the Regional Commissioner, Treasurer, Area Director or Section Director. If the Auditor worked previously as Treasurer, he/she cannot audit his/her own work.

The Auditor performs an annual “check-up” of the Region’s financial activities and reviews the Region’s Accounting Program report periodically. The Auditor must report to Section Director or National Office on any large unusual transactions. Auditors are responsible for:

• Performing an annual review of a Region, Area or Section finances.
• Review Profit and Loss Statement and Balance Sheet periodically.
• Report “Red Flags” of possible financial mismanagement to the Section Director and the Finance Department.
• Verify internal control procedures.
• Review cancelled checks and bank deposits.
• Review reconciliation of accounts.

Auditor Training includes:

• AYSO’s Safe Haven
• CDC’s Concussion Awareness Training
• Auditor job training
• Treasurer job training.

Does the Treasurer have to prepare the entire Region budget?

No, the Treasurer is responsible for assisting the Regional Commissioner with preparing the annual budget and providing reports on past expenditures and receipts, but is not solely responsible for its completion. Other Board Members should assist in the process. More information cane be found under Annual Budget Planning.

Why do Treasurers need to be trained

Training and Certification ensures that volunteers understand the available resources and the responsibilities of their positions. It also offers the best hope that every family will receive the best possible AYSO experience.

What training is offered to a Treasurer?

AYSO training for Treasurers begins with the Regional Commissioner.

• The next step is to take AYSO’s Safe Haven and the Treasurer Course offered online on AYSOU or from a qualified Management Instructor.
• You can schedule 1x1 training via Teams Meeting by using this calendar link.
• Additional training is offered during Section EXPOs.
• Consult your Area Director or Area Management Administrator for details on local training opportunities.
  
  

What is the time commitment?

The Regional Commissioner can identify the time requirements for the Treasurer position.

QuickBooks and Banking

What is a Deferred Revenue account?

A deferred revenue account is an account used to track the balance of revenue collected which will be recognized in a future period. These accounts are used for registrations and other revenue that is collected prior to July 1 each year for use in a season subsequent to that date, eg. a fall season. This can be used for sponsorship revenue for a fall season that is also collected prior to July 1.

Can Regions use a Debit or Credit Card?

Other than a card specifically authorized by AYSO (currently the DIVVY card), AYSO policies prohibit the use of a debit or credit card as all disbursements are to be done by check only, written against the Region’s checking account. The Region may use a ‘Deposit Only’ ATM card. At times, when opening a new account, some banks automatically issue credit/debit cards to the signers on the account. These are not permitted and are routinely destroyed when received at AYSO National Office. More information can be found in the Financial Policy Section of the AYSO Reference Book (The Yellow Book)

How do Regions close a bank account?

Contact the AYSO Finance Department to inform them of the closing and plans for transferring funds.

If the Region is closing a bank account and transferring the funds to a new or existing region bank account, a check must be written for the balance remaining payable to the Region (i.e., AYSO Region _ _ _ _).

The check should be deposited immediately into the new/existing account and categorized as coming from the account you are closing.

You will need to complete a final reconciliation to the last statement showing the account has a zero balance and is closed, along with uploading the statement to QuickBooks following your normal process.

How do Regions open up a bank account?

Certain procedures need to be followed when opening a bank account with a federally insured financial institution. This is explained in detail under the section Checking and Savings Accounts/Opening an Account.

Note that all bank statements, including electronic images of cancelled checks must be saved in the AYSO Financial System of Record. Please do not send these to the AYSO Office unless requested. Another AYSO’s suggested storage location can be found under Document Storage. Please enroll in electronic statements with your banking institution.

Can the Region use online banking?

Yes, online banking is permitted.

Where can I get forms and documents such as the AYSO IRS tax determination letter, Budget, or the AYSO Chart of Accounts?

These forms and documents are available for download at the AYSO website: Finance Forms

A Region has decided to shut down. Where should the remaining funds in the bank account go?

If the Region is closing down, the Area Director and the AYSO Finance Department should be informed. The remaining balance of any accounts should be sent to the Finance Department in the form of a check. The Treasurer and Regional Commissioner are not relieved of their fiduciary obligations until all assets (financial and physical) are properly accounted for. Email the Finance Team for further instructions on how to record the transfer of funds.

Can multiple codes be used on one check?

Yes. You can split any checks or expenditures across multiple accounts in the Accounting Platform of Record (Currently QuickBooks Online). You can also split deposits across multiple income categories.

My check supply is running low. How do I re-order checks?

Contact the bank or check supply company to re-order checks. Checks can often be purchased for less through check supply companies not affiliated with your bank, including through Costco, Walmart, Sam’s Club, and Amazon.

Help and Support

How do I contact the AYSO Finance Department?

• Email: finance@ayso.org
• Phone: (800) USA-AYSO or (800) 872-2976
• Fax: (310) 525-1155
  

American Youth Soccer Organization
Attn: Finance Department
19700 S. Vermont Ave., Suite 103
Torrance, CA 90502

Web Site: https://ayso.org/the-ayso-office/

Where can Treasurers go for support?

The AYSO Finance team is happy to help when needed and offer volunteers the opportunity to either send questions/issues to us via email to finance@ayso.org, or you can simply schedule a call with our team using this calendar link.

Additional resources also include:

• Your Regional Commissioner
• Neighboring Region counterparts
• Area counterparts
• Section counterparts
• QuickBooks User Guide and other Wiki Articles
  
  

I have another question not listed.

Please email the Finance Team so we can assist further. We are happy to help and will augment the wiki as more questions arise.