TreasurersWhat is the treasurer role? How do I register to be a treasurer? Why do I need to have a background check, and how do I go about it? I registered to be a treasurer and can't locate the Treasurer Instructions and Quiz. I am at my event and have run out of check and cash envelopes; what do I do? How can I get a list of participants at my event to fill out the Cash and Check envelopes? I have leftover event supplies. What should I do with them? What do I do with the cash and checks from the event? What do I do if I lost my UPS shipping label? Where can I find treasurer tools and resources?
The treasurer is an essential volunteer for an event, responsible for handling the proceeds collected at an event. All events are asked to have at least two official treasurers registered, allowing for two lead volunteers to oversee the handling of event proceeds. Examples of some of the treasurer’s duties include: collecting participant check and cash envelopes at the event, managing any raffles or auctions taking place and adding up the totals from all proceeds raised to submit to St. Baldrick’s within two weeks after the event.
The Volunteer Event Organizer at your event will need to email you a link to register as a treasurer for your event. You can only register as treasurer using this link. If you haven't received an email, please check with your event organizer to make sure they nominated you as treasurer. Or give us a call – we'll be happy to help you out!
In order to protect our donors and the children who are honored at our events, we require background checks for all of our treasurers. Instructions on how to take the background check will be emailed to you once you are registered as a treasurer. This screening includes a Criminal Background Check, as well as the National Sex Offender registry, and may only be completed online. The background check takes no longer than 10 minutes and does not incur a cost to any of our volunteers. St. Baldrick's will at no point be in possession of your social security number.
Click here to read the Treasurer Instructions. Click here to take the Treasurer Quiz. You can find both items in your Members Area, located in the "Resource Lounge." Click on the tab "VEO and Core Committee" then "Treasurers" to download the Treasurer Instructions and take the Treasurer Quiz.
Don't panic! If you don't have enough envelopes, please make your own! Use any regular envelope, and include the participant's name and ID number, the amount enclosed, and the form of payment (check or cash). Include the envelopes in your proceeds box, and send them our way! We'll know exactly what to do.
Downloading a list of participants is very useful as a treasurer; this list will give you all of your participants' names and ID numbers. When you sign in to your Members Area, click on "Dashboard" at the top and select your event dashboard. On the right side of the page you will see a section that shows how many people are at your event. Click on the blue "Manage Participants" button. Here you will be able to download various reports, including a full participant roster and everything you will need to fill out cash and check envelopes.
Please recycle any extra paper items (envelopes, forms, etc.). Give any other items (shirts, pins, wristbands, etc.) to your event's host venue for their employees, or donate them to your local hospital, fire house, or police station.
DO NOT mail back extra items. The cost for return shipping is often more than the cost of the items returned.
There are 3 options to deal with the cash:
1. Deposit at your local Bank of America or Wells Fargo bank using the deposit slip provided in your Treasurer Packet.
2. Submit the cash online in your Members Area through the Submit Cash feature (pay with a credit card and keep the cash as reimbursement)
3. Exchange the cash for a check and paperclip it to your Event Proceeds Report.
NEVER mail cash! Checks should be mailed to the Foundation with your proceeds.
Reach out to us at TreasurerHelp@StBaldricks.org and we'll be happy to send you another label.
Resources for treasurers can be found in the Resource Lounge Simply login to your Members Area, click on the ‘Resource Lounge,’ ‘VEO & Core Committee,’ ‘Treasurer.’ You’ll find forms such as the Treasurer Instructions, Event Proceeds Report, and other helpful resources.