Treasurers’ Authorization

If you have been elected treasurer of an AMS internal group (club, constituency, or resource group), congratulations! Please read below for the steps you need to take as a new or returning treasurer for the upcoming academic year.

Important Notices

The last day for all subsidiaries to officialize a treasurer for the 2013 fiscal year (by completing all the steps below) is September 12, 2012. If you do not meet the deadline, your organization’s account will be frozen. Further delays may cause your organization to lose privileges to SUB room bookings, office space, participation in Clubs Days, or even face de-constitution.

If the signing officer/treasurer will be away for an extended period of time it is suggested that your president assign a temporary treasurer who will also need to go through an orientation. An expiry date will be specified after which the original treasurer/signing officer will regain signing authority upon re-orientation.

How to Officialize Signing Authority

All treasurers must read the updated 2012-2013 Finance Commission Policy Guide, as well as complete the steps below. The Handbook includes important information about account balances, budgets, waivers, and contracts, as well as authorization and waiver forms.

For New Treasurers

  1. Submit a completed Authorization Form into the Financial Orientation Coordinator’s mailbox in SUB 238A (speak with Joanne Pickford). This form is available for download on the right
  2. Complete the online Treasurer’s Test, found here. The Financial Orientations Coordinator will review the test and those with incorrect answers will be notified and expected to resubmit a test.
  3. Email the Financial Orientations Coordinator to schedule yourself for the next Treasurer’s Orientation. These orientations happen once a week, take roughly 20 minutes and are located in room SUB 238.
  4. The Treasurer will need to complete a Signing Authority Card for 2012-2013 with the Financial Orientations Coordinator after the orientation.

For Returning Treasurers

Whether you are a returning treasurer for the same organization or different one, you are not required to attend another Treasurer’s Orientation. However, you will need to resubmit a Treasurer’s Authorization Form for 2012-2013. As well, the Treasurer’s Handbook has recently been updated, and it is the treasurer’s responsibility to be aware of these new policies and procedures:

  1. Submit completed Authorization Form in to the Financial Orientation Coordinator mailbox in SUB 238A (speak with Joanne Pickford). Both these forms are found in the Treasurer’s Handbook (available for download on the right).
  2. The AVP Finance and Financial Orientations Coordinator will review the form. Those with insufficient information will be notified and expected to resubmit.
  3. Once completed, the Treasurer will need to complete a Signing Authority Card for 2012-2013 at the front desk. You must bring your verified authorization form (available in SUB 238A) andstudent card. Note: these are available during office hours.

If you have any questions, please contact the VP finance or FinCom Vice Chair.