Treasurer Duties for a Nonprofit Youth Sports Club, in Plain Words

If you just became the volunteer treasurer of a youth sports club, here is the job in one sentence: you keep the club’s money safe, you keep a record of every dollar in and out, and you tell the board where things stand every month. Around that core sit a few once-a-year tasks, like the IRS filing and donor receipts, that can cost the club real trouble if they slip. This guide walks through each duty in plain words, with a monthly checklist and a one-page report layout you can copy.

This is not legal or tax advice. Rules depend on how your club is set up and where you are, so ask an accountant when something does not fit neatly.

What the Treasurer Actually Does

Read the treasurer section of your bylaws first. In most youth clubs the job comes down to these duties:

• Bank account. Keep the club’s money in the club’s own account, under the club’s name and tax ID number. Never a personal account.
• Deposits. Get fees, sponsor checks and cash into the bank quickly, with a note of the source.
• Paying bills. Pay referees, fields, uniforms and league fees on time, with an invoice behind every payment.
• Records. Keep a simple ledger, file the receipts, and reconcile the bank statement every month.
• Reporting. Give the board a short written report at every meeting.
• Budget. Help the board build a budget before the season and track spending against it.
• Annual filings. IRS return, state registration and donor receipts.
• Handoff. Leave clean books for the next treasurer.

Set Up the Bank Account and Controls

Two signers, two sets of eyes

Ask the board to put at least two officers on the account, often the treasurer and the president. Many clubs require two signatures or two approvals on any payment over a set amount. Write the amount in the minutes.

Separate the jobs

The person who collects cash should not also be the only one who counts, deposits and records it. Have two volunteers count the cash box and sign a count sheet, then deposit that amount.

Online payments and cards

Online payments should land in the club’s bank account, not a volunteer’s payment app. If the club has a debit card, decide who holds it and require a receipt for every charge.

The Monthly Treasurer’s Checklist

Do these in the same order each month, a few days before the board meeting.

1. Download the bank statement and every online payment report for the month.
2. Enter every deposit and payment in your ledger or accounting software.
3. Reconcile: your ledger balance should match the bank balance after you account for checks that have not cleared yet.
4. Match every payment to a receipt or invoice.
5. Check that every deposit has a source: registration, sponsor, donation, fundraiser, concessions or other.
6. List families who still owe registration fees and send the list to the registrar.
7. Send written thank-you receipts for donations received this month (see the donor section below).
8. Compare spending to the budget, line by line. Flag anything more than a little over.
9. List bills coming due next month.
10. Fill in the one-page report and send it to the board before the meeting.
11. Save everything in the club’s shared folder.

A Sample One-Page Monthly Report

Board members want three things: how much money the club has, what came in and went out, and whether anything needs a decision. The numbers below are made up as an example.

Attach the bank reconciliation behind the page for anyone who wants detail. If you are new to how meetings run, the Huddle’s guide on how to run a youth sports board meeting covers where the treasurer’s report fits on the agenda.

Budget and Records

Building the budget

Start from last year’s actual numbers. List expected income and costs, then work out what the registration fee needs to be. For example, a club expecting $40,000 in costs and $10,000 from sponsors and fundraisers needs about $30,000 from registration. Add a cushion. The board votes on the budget, and you track against it monthly.

Keeping records

According to the IRS recordkeeping page for exempt organizations, a club must keep books and records that show where its money came from and where it went, and must keep records of activities, income and expenses even if it only files the short Form 990-N. Keep statements, receipts, deposit records, minutes that approve spending and copies of every return in a folder the board can reach. Ask your accountant how long to keep each type.

The Annual IRS Filing and Other Once-a-Year Jobs

Which form your club files

Tax-exempt clubs file something every year, even small ones. According to the IRS page on which Form 990 to file:

• Form 990-N (e-Postcard): gross receipts normally $50,000 or less.
• Form 990-EZ: gross receipts under $200,000 and total assets under $500,000.
• Form 990: gross receipts of $200,000 or more, or total assets of $500,000 or more.

The deadline

The IRS says the annual return is due by the 15th day of the 5th month after the club’s fiscal year ends. If your year ends December 31, that is May 15. Form 8868 gives an automatic 6-month extension for Form 990 or 990-EZ, but the IRS says the 990-N due date cannot be extended.

Three missed years and the club loses its status

The IRS says organizations that do not file for three consecutive years automatically lose their tax-exempt status, effective on the due date of the third missed return. The IRS cannot undo a proper automatic revocation, and the club has to apply to be reinstated.

Donation receipts

The IRS says a donor can deduct a gift of $250 or more only with a written acknowledgment from the charity. The acknowledgment must say whether the club gave anything in return, and if it did, give a good-faith estimate of its value. The IRS also requires a written disclosure to donors who make quid pro quo contributions over $75, such as a dinner ticket that is part gift.

State registration and sales tax

According to the IRS page on state charitable solicitation rules, many states require a charity to register with a state agency before asking residents for donations, and some require yearly financial reports. Rules vary by state. Sales tax on concessions or spirit wear also depends on your state, so check with your state charity office and revenue department before your first fundraiser.

Handing Off to the Next Treasurer

Start before the election. Leave behind:

• A list of every bank account, payment account and login, with signers updated at the bank.
• The current budget, the last 12 monthly reports and the last reconciliation.
• Copies of the last three IRS filings and any state registrations, with due dates.
• The shared folder with receipts and records.

Sit with the new treasurer for one month-end, then go to the bank together and take your name off the account. The Huddle’s end of season checklist is a good place to add this step so it does not get skipped.

Common Questions

Can the treasurer be the only person who signs checks?

It is allowed in many clubs, but it is not a good idea. With one signer, nobody else sees payments until a problem has grown. Most boards put at least two officers on the account and require two approvals for larger payments. That protects the club’s money and protects the treasurer from questions later.

Does a small youth club really have to file with the IRS?

If the club is tax exempt, it most likely does. The IRS says organizations with gross receipts normally $50,000 or less generally file the Form 990-N e-Postcard, which asks for basic details like the club’s name, address and tax ID number. The form is short, but skipping it matters. If a club does not file for three consecutive years, it automatically loses its tax-exempt status, and it must apply to get it back.

When is our IRS filing due?

The IRS says the annual return is due by the 15th day of the 5th month after your fiscal year ends. For a club whose year ends December 31, that is May 15. Form 990 and 990-EZ filers can get an automatic 6-month extension, but the 990-N cannot be extended.

Do I have to give donors a receipt?

For gifts of $250 or more, the IRS says the donor needs a written acknowledgment from the club to take the deduction. It must state whether the club gave anything in return, with a good-faith value if it did. A short thank-you receipt for every gift keeps your records clean.

Do we have to register with our state to fundraise?

It depends on your state. According to the IRS, many states require charities to register with a state agency before asking residents for donations, and some require yearly reports. Some categories of groups are exempt, and some cities add their own rules. Contact your state charity office, often part of the attorney general’s or secretary of state’s office, before your first big fundraiser.

Do we charge sales tax on concessions and spirit wear?

It depends on your state, and sometimes on your county or city. Some states exempt certain nonprofit sales and others do not, and rules for food, clothing and raffles can differ. Call your state revenue department or ask an accountant before the season starts.

What should I do if the books are a mess when I take over?

Start with today’s bank balance and make sure it is right. Then get the current year in order, month by month, with bank statements as your guide. Tell the board in writing what you found and what is missing. If an IRS filing was missed, ask an accountant to help you catch up quickly.

A spreadsheet and a shared folder can handle all of this. If you would rather pull registrations, balances due and money by program from one screen and download it for Excel or Google Sheets, see how reports work in MCM360 Sports. Fees collected through registration go to your club’s own bank account, and fundraiser pages keep donations in one place.