Work Instruction for Oncoming Treasurer
Obtain signed, dated letter from oncoming Greater NYCOA President addressed to bank branch designating the New Executive Treasurer (see exhibit 1). Together, both Treasurers would present the letter to bank executives in person for account owner change.
Obtain NYCOA binder, check books & paypal card reader. Went paperless in 2017, all files uploaded to CD and included in the binder. Future Treasurers may opt for the same.
Obtain access to Paypal account and revise Username and Password.
On the Merchandise Order Form (see exhibit 2), update Treasurer contact, Paypal and the USPS pricing information.
Request branch membership fees via email from National COA at least twice (August, October) Erica N. Robinson, Executive Assistant of Administration /Phone: (301) 731-9080/ erobinson@coausphs.org
Committee Chairs seeking funds for planned purchases should submit a completed Funding Request Form to the Treasurer (see exhibit 3). The Treasurer will discuss the request and vote on its approval with the Branch Executive Officers.
Financial transactions can be tracked on an excel spread sheet (see exhibit).
Large group money exchange such as with the A&C event can be easily tracked and monitored with PayPal use. The payment is also helpful if utilized as an individual’s RSVP.
During BXO and quarterly branch meetings, provide total balance and tally any funding requests and or payouts.
Greater New York Commissioned Officers Association
July 10, 2017
To Whom It May Concern,
The newly elected Treasurer for the Greater NY Commissioned Officers Association is LCDR Onieka Carpenter. She will replace LCDR Melinda Ruiz.
Very Respectfully,
LCDR George Pourakis
President Greater NY Commissioned Officers Association 212-616-2473
Please print and complete entire form
Merchandise
Quantity
Cost with Cash/Check#
PayPal card reader use (includes 2.7% fee)
Coins ($10.00)
($10.27)
T-Shirt : S, M, L, XL ($30.00),
($30.81)
XXL ($35.00)
($35.95)
ID Reels ($5.00)
($5.14)
· Add $6.65 for USPS Priority mail SM Flat Rate Envelope; $7.15 for SM Flat Rate Box
*rate subject to change based on USPS website.
· Add $6.65 for USPS Priority mail SM Flat Rate Envelope;
$7.15 for SM Flat Rate Box
Total Items:
Total Cost:
Total Cost:
Contact information for mail order Rank/ Name: …………………………..
Agency: ………………………………….
Shipping Address: ……………………………………………………..City……………. State…………….Zip Code…………………
Phone #: ………………………. Email: ………………………….
Payment Options:
1) Check - Make Check Payable to: GREATER NYCOA Mail check to: LCDR Melinda Ruiz, Treasurer
U.S. FDA 158-15 Liberty Avenue Jamaica, NY 11413 Suite 4013
2) PayPal - Melinda.ruiz@fda.hhs.gov; 718-662-5470
Email your completed Order Form to: LCDR Melinda Ruiz: Melinda.ruiz@fda.hhs.gov
Approved --Last Updated: 09/15/2016
Greater New York Commissioned Officers Association Funding Request Form (FRF)
Please complete this form and submit via email, through the requesting Committee Chair, to the Greater New York Commissioned Officers Association (NYCOA) Treasurer. The Treasurer will confirm receipt via email. The request will then be reviewed by the NYCOA Branch Executive Officers (BXO’s) to determine if this is an appropriate use of NYCOA funds. The Committee Chair/Member will be notified by the Treasurer via email of the BXO’s decision. To guarantee payment, it is advised that purchases are not made until after notification of approval by the Treasurer. To allow ample time for processing, please submit all request(s) for funding at least 2 weeks in advance (if possible) before the payment is desired. You are required to submit a cost estimate (e.g. invoice from vendor) or a receipt before payment can be distributed.
Date of Request:
Requesting Committee: Chair:
Requesting Member (if applicable): Email: Amount of Funding Requested:
Please describe how the funding will be used?
Payment/Mailing Information: Check One:
Reimbursement/Payment to Officer
Payment to Vendor
Pay to the Order of: Address:
Invoice/Order # (if applicable):
FOR NYCOA Treasurer:
Name of Treasurer Date of Approval Date of Non-Approval: Total Amount Approved/Reimbursed:
Notes: