NESFA Treasury Procedures: Storing and Retaining Records

Filing current Treasury records

All paperwork associated with Treasury should be stored in a single set of files. This is the recommended organization:

• The supporting documentation for each entry into the accounting software should be numbered sequentially using the form yyxxx, where yy is the NESFA fiscal year (2003-2003 is FY36) and nnn starts at 001 and increases monotonically. So the first form filed would be 36001, the next 36002, etc.  Thee are usually 400-500 pieces filed in a fiscal year. Create a file folder for each group of 50, numbering them yy001-yy049, yy050-yy099, etc. Within the folder, file the forms in sequence. Make sure all receipts, etc., are securely stapled.
• For each fiscal quarter (May-Jun-Jul, Aug-Sep-Oct, Nov-Dec-Jan, Feb-Mar-Apr) create four folders which will hold all paperwork that isn't part of numbered documentation
  1. Bills -- all paperwork associated with bills paid by NESFA. If a bill was paid by check, the check number and date should be written on the bill.
  2. Payments -- all paperwork associated with payments made to NESFA, including check stubs, cover letters and the like.
  3. Misc -- anything that doesn't have a better home.
  4. Bank -- anything to do with our bank accounts, including statements which don't get filed in the sequential files, deposit slips, letters, and the like.
• All NESFA Sales orders, including any paperwork we generate, should be stapled into one packet per order and filed by month in the NESFA Sales files.
• All PSS paperwork, including the transmittal forms, the returned packing lists and the inventory and receiving reports they send us should be filed by month in the Fulfillment files.

Long-term filing

All done in the Treasury filing cabinets in the farr back room.

• Forms and charge slips from NESFA Sales at conventions should be clearly marked and filed.
• Tax returns and all supporting data including working papers should be filed in the Tax drawer
• After closing out a FY, file the FY's paperwork (current Treasury records) in a separate file drawer
• Fulfillment files have their own drawers