Staff roles for federations & councils

Roles of staff with federations & councils

Local Extension educator (LEE)

1. Oversees the federation/council accounts, ensuring that all stewardship policies are followed within the county.

2. Develops a plan for ensuring the youth treasurer and adult volunteer advisor have a meaningful and educational role. Oversee and participate in the budget development process by ensuring the team has the tools to make decisions.

3. Review bills to ensure expenses are justifiable and accurate.

4. Be aware of balances in each of the accounts, being sure there is adequate financial income to cover expenses.

5. Have a working knowledge of the accounting program used by the 4-H federation/council.

6. Complete the 4-H Federation/Council chartering documents and present the financial report to the federation/council at the end of the year for approval. Turn in the form as part of the chartering process.

7. Ensure the 4-H financial management team reviews the final 990 provided by the tax management office. Once reviewed, sign the form and mail it via certified return receipt.
   
   

Only when necessary, the local Extension Educator may:

1. Accept and receipt cash and checks in the county office following stewardship practices.

2. Ensure that all funds accepted are double counted (with a second person).

3. Complete the transaction form, including coding the income/expense.

4. Prepare the deposit slip (after double counting), attach duplicate to the transaction form and make the deposit. (This is only appropriate when funds were accepted by someone else.)

5. Accept bills and complete transaction form/request for payment. Submit to treasurer.
   
   

It is NOT the role of the LEE to:

1. Write checks.

2. Sign any checks or store pre-signed checks at the Extension office.

3. Assume the duties of the treasurer.
   
   

Extension educator, operations

The Operations educator works with staff to ensure Minnesota 4-H financial stewardship policies and practices are being followed and funds are accurately accounted for in each county. This would include assistance in budget development, the federation/council chartering process. and review/filing of appropriate tax documents.

County Extension support staff (CSS)

The role of the CSS must be framed through a conversation initiated by 4-H program staff with the regional director, and the CSS supervisor. The CSS may have the following roles:

1. Accept and receipt cash and checks in the county office following stewardship practices.

2. Ensure that all funds accepted are double counted (with a second person).

3. Initiate the transaction form and forward to the LEE for coding the income/expense.

4. Keep all funds collected in a locked drawer/cash box until retrieved for deposit.
   
   

If the youth treasurer or adult volunteer advisor is not available, the CSS may

1. Prepare the deposit slip, fill out the transaction form, and take the deposit to the bank. If this occurs, the LEE must verify the deposit before going to the bank and review the deposit slip upon the CSS return to the office.

2. Print checks from a computer program and run a list of checks printed for the youth treasurer/adult advisor to use in reconciliation.

3. Enter data and reconcile QuickBooks. Run the monthly reports and the end of year reports to attach to the 4-H Federation/Council Charter.
   
   

It is NOT the role of the CSS to

1. Sign signatory cards at the bank.

2. Participate in the development of the budget.

3. Handwrite checks, as this is the role of the youth treasurer.

4. Sign any checks.

5. Store blank, pre-signed checks for future use. Storing blank, pre-signed checks is never appropriate.

6. Provide the overall management and oversight of the federation/council account.

7. Attend federation/council meetings for financial purposes.

Contact

Pat Morreim, program manager, morre002@umn.edu, 763-427-5428