The National ESP Treasurer will be appointed by the board under the provisions of the national bylaws—Article 6, Section 1—Management.

“The National ESP Board shall be empowered to employ a non-voting National ESP Executive Director and any other personnel on a full or part-time basis as is needed to carry out special activities and programs of Epsilon Sigma Phi. The National ESP Board shall determine their duties and fix their wages and have power to dismiss such employees when they are no longer needed, or if they are ineffective.”

Role of the Treasurer:

The treasurer will serve as a non-voting liaison to the National ESP Board and a non-voting liaison member of the RDM committee. They will monitor the regular day-to-day financial activities of ESP, ensure proper financial controls and compliance with all organizational rules.

The treasurer role does not replace the Executive Director duties and responsibilities. This role is intended to enhance accounting controls and oversight with independent validation to ensure the accurate and timely completion of Board/Committee/HQs financial duties.

Treasurer Responsibilities:

• Review budget and expenditures monthly and provide recommendations to the National ESP Board.
• Review deposits and expenditures for each month
• Review bank statements and reconciliation reports
• Review budget and financial reports
• Serve as approver for all expenditures (1) to the Executive Director, (2) National Board Members, (3) expenditures over $3,000.00.
• Review all contracts over $3,000.00 before signing by Executive Director.
• With RDM committee, complete an annual internal fiscal review per guidelines approved by the ESP Board.
• With Executive Director and Executive Committee, make recommendations for the annual budget to the ESP Board and National Council Approval (in collaboration with ESP Board Members and other committees). Contribute to budget process submitted to RDM Committee for review. RDM Committee submits the budget to the National ESP Board with their recommendations. The Executive Director prepares the final budget as directed by the National Board.
• Present the board-approved budget to membership at the National Council Meeting.
• Monitor the financial activities of ESP to ensure compliance with all financial governance within the handbook or other governing documents of ESP (e.g. receive and review monthly bank reconciliation, confirm annual IRS 990 completed, etc.)
• Ensure that appropriate tax filings are completed according to deadline, and have their name placed on filing documents as the “treasurer” where requested.
• Assist with collecting money from donations and store sales at the national conference.
• Serve as a contingent signatory on all organizational accounts (with executive officers and executive director)
• Treasurer has temporary authority to dispense organizational funds if the Executive Director is unable to complete these responsibilities as directed and authorized by the national board
• Attend monthly RDM and Board Meetings, National ESP Conference, and ESP mid-year board meeting to report and advise on financial matters.

Time Commitment:

Average of 5-10 hours per month (1 hour RDM meeting; 2 hour Board meeting, seasonal activity during budget preparation season, etc.). The most consuming season is conference season (generally August, September, October). 

Access Requirements:

For the Treasurer to accomplish the responsibilities assigned a level of access to information is required. Access must be directly to the data source so authenticity of data can be confirmed. This access will require the Treasurer to be listed as a person of authority on organizational financial documents. Federal regulations require some personal information to be shared with the bank/investment firm, such as social security number.

Examples of access could include:

• Read only access to QuickBooks.
• Read only access to member financial records in the membership system.
• Direct access to all ESP bank / investment records from bank or investment firm.
• Read only access to all expenditure and deposit documentation maintained online by the Executive Director.

Compensation:

• This will be a volunteer position and the treasurer will receive no compensation.
• The treasurer’s travel expenses to the national conference (including registration) and mid-year board meeting will be reimbursed.

Terms of Service: 

• The treasurer will be appointed for a 2-year term. Upon completion of the term of service, the board reserves the right to determine whether to reappoint the treasurer position based on performance and organizational means.
• The treasurer will be appointed in the spring of odd numbered years congruent with officer elections.
• The newly appointed treasurer would train with the out-going treasurer until the national conference when the position would switch hands.
  

Qualifications and Selection: 

The treasurer would be selected through an application and interview process that would require the following:

• Resume or CV
• Cover letter detailing why the applicant is interested in the position and any qualifications/experiences that make them qualified.
• Three references including direct supervisor (if applicable)
• Interview with the executive committee of the national board (Past-President, President, 1st VP, 2nd VP) for final candidates
  
  

History of Treasurer Position: 

• Genesis of Concept Proposed 2018 with Executive Director Greg Price and President Mark Blevins
• Paused progress during pandemic
• Proposed at Board Mid-Year April 2022 in Baltimore with President Karen Reddersen
• Revised at Board National Meeting September in Branson President Daphne Richards
• Revised October 2024 Board Meeting in Virginia Beach President Travis West