2. Roles and responsibilities of various PRBA office bearers

2.1 Treasurer

Duties of the treasurer include :

• renewing/encashing FDs as they mature. Before renewing an FD make sure that
  • the EC has passed a resolution authorizing the renewal
  • you have a letter to the bank requesting this renewal. This letter should be signed by the Secretary and Treasurer, should be printed on the PRBA letterhead and must have the PRBA seal affixed. All banks may not require this but it is better to be prepared.
  I never had to encash an FD during my tenure so far so I do not know the procedure for doing this.
• submitting Form 15G for every FD that yields an interest greater that Rs. 5000/- (?) in the current financial year. In this form we basically instruct the bank to avoid deducting TDS (we do not owe TDS since we are a charitable institution
• keep track of income and expenses. In general, one must prepare a receipt for any money coming in. Every expense made should be backed by a receipt or a voucher. Note that it is advisable to make any payments exceeding Rs. 2500/- by cheque, not cash.
• have the association's accounts audited. Mr. C.G. Apte has been our auditor for quite some time now. When you go to meet him for auditing the accounts make sure that
  • all bank pass-books have been updated until 31st. March.
  • you have a list of all current FDs with their opening date, their maturity data, deposit amount and maturity amount
  • you have a list of all the receipts
  • you have all supporting documentation for all expenses
  • you have included all expenses (including expenses not backed by receipts and vouchers e.g. cheque book fee charged by our bank)
  • you have a list of all assets we may have sold off or written off during the year
  • a list of new assets added during the year (e.g. printer)
  • you have categorised all income and expenses among different heads (see the last audited statement for details)
  • you have listed new liabilities that we have assumed during the year (e.g. new life members).
  • you have noted the liabilities that we do not have for the coming year (e.g. for year 2003-04 the association had a liability of Rs. 6000/- as "Advance from treasurer". Basically that was an amount that I had "loaned" to PRBA since I could not withdraw that money from the bank in time. This is listed as a liability in our books for that year. Next year it should hopefully :-) go away from the books).

Some miscellaneous information

• we have not been preparing individual vouchers for each prize winner. Instead, we have been preparing one voucher for the prize money for an entire tournament and have been collecting signatures from each prize winner in a register kept for this purpose.
• The Entry Fee Details form is submitted to the treasurer after every PRBA tournament. We need to make a similar form that captures information about prizes distributed after every tournament. At present (as of April 1 2004) we were taking signatures of prize winners in a register. I do not think it is a good idea to take the register for every tournament. Instead we should collect signatures of prize winners in this form and file these forms.