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NCCEAPA-NED Working Papers – Treasurer

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The Treasurer is responsible for financial management and oversight of NCCEAPA-NED accounts. It is the responsibility of the Treasurer to collect district, state, and national dues from district members and submit state and national dues to the state treasurer by the deadline specified. Treasurer is also responsible for paying the bills of the district association. Requests for funds form must be filled out and approved by the district president in order to be processed.


October 1                

  • Receive records from former treasurer (former treasurer will need to initiate addition of new president and treasurer to signature cards and removal of themselves and former president from signature cards).


  • Prepare reports ( treasurer report & financial report) for Spring Meeting. Note:  share with Finance committee for suggestions/feedback
  • Send 4-H Scholarship to appropriate county ( rotates annually). Amount was changed to $500  10/28/21.

 July 1 

  • Email dues information (also include TERSSA info) to all administrative assistants and support specialist in the Northeast District. Membership year runs Oct. 1st – Sept. 30th of each year. Dues should be received by Aug.30  in order to meet state deadline. Send reminder emails as necessary. 


  • Prepare new proposed budget for presentation at fall meeting .Save as “year-year  Proposed Budget” (i.e.2021-2022 Proposed Budget). Note:  share with Finance committee for suggestions/feedback. 
  • Prepare reports (Treasurer report & financial report) for Fall Meeting. Note:  share with Finance committee for suggestions/feedback
  • September 30 –  Finalize disbursements/receipts; contact State Employees Credit Union to coordinate signature card updates. Have records reviewed  by someone with accounting experience at end of every two year term.(can be CED, Agent, etc.) and include review letter in files.
  • September – District treasurer will compile report and submit with state dues to state treasurer by September 30th.

October 1          

  • Backup files to flash drive/Google Drive and forward/share  all records to succeeding NED NCCEAPA Treasurer.
  • Keep current year plus three years back (paper files) in the file box and archive the prior year(s) by scanning and saving to google folder (see previous years) and backing up to USB. After archiving, records that are more than 4 years old should be destroyed.

Routine Tasks

  •  Collect funds from ticket sales/fundraising/silent auction etc and deposit.
  • Prepare timely deposits/disbursements. Maintain associated spreadsheets. Attach check copy to invoices; attach copy of deposit ticket to check copies and include supporting documentation.   Note:  ALL reimbursements should have NED NCCEAPA President approval.
  • Once notified by membership committee of any new admins or support specialist share dues invoice and information. Newly hired county support staff have 90-days, within their hire date, to pay their dues. Submit state portion to state treasurer once received. 
  • Balance statements monthly and maintain current activity records for checking, shares and money market accounts. (Saved as NCCEAPA-NED Bank Accounts Register { 2015-present} in google docs}
  • Transfer funds between money market and checking as needed to maximize interest-earning opportunities for funds. Good idea to keep the President informed.

Note – Additional responsibilities are required when hosting state meetings as Treasurer is typically the registration committee chair and collects and records conference registration fees.