Paymaster plays a major role in assuring and maintaining the
financial integrity of the Detachment.
This officer acts as the controller
of Detachment funds, and is responsible for the accounting of
Detachment revenues and expenditures.
Part of his/her responsibility is keeping officers and members
aware of financial status, and insuring that funds are used properly and
within approvals determined by Detachment by-laws and/or policies.
Financial reports, fees, taxes, Scrutiny of expenditures, and
bookkeeping all fall under the purview of the Paymaster.
Characteristics and Traits
Financial and/or accounting capability
Attention to detail
Ability to assess and communicate financial status and
Ability to monitor and question financial transactions
While not mandatory, a computer and computer skills
(particularly bookkeeping and/or spreadsheet processing) are extremely
helpful for this job
Narrative on Job
Accountability and Responsibility
ACCURATE FISCAL RECORDS
integrity of an organization begins with accurate bookkeeping and audit
trail of financial transactions (revenue and expenditure).
There are computer programs, such as Quicken or Microsoft
Money, which can greatly assist in the bookkeeping and reporting
function. In the absence of
computer capability, the Paymaster must record all transactions, dates,
amounts, reasons (memo), and balances.
Manually, this would include the logging of revenue by cash,
checks, and credit card transactions on a columnar sheet, indicating the
date received, the amount, a memo as to purpose (i.e. dues, donations
and for what purpose, sales, etc.) for
expenditures, the recording should include date, check number, amount,
purpose, and approval (budget, board resolution, etc.).
records should maintain a running balance to assure liquidity, and
should be balanced with checking or other financial accounts on a
monthly basis. From these records, reports should be generated monthly
on financial status.
FOR BANKING AND FINANCIAL ACCOUNTS -
The Paymaster is responsible for establishing and maintaining financial
and other banking/investment accounts.
It is his/her responsibility to assure that transactions are
completed, and that the accounts are balanced.
The Paymaster, by direction, may move funds between accounts to
accomplish Detachment objectives. He/she should also provide information to the Board of
Trustees regarding changes in charges, investment and interest rates,
and other account related activities that will have a bearing on the
Detachments financial condition.
He/she should also provide information regarding options and
alternatives for improving financial standing from accounts.
ON FISCAL AND BANKING DOCUMENTS - The Paymaster
is the primary signer on bank accounts and financial documents, along
with the Commandant. These
two signers are bonded by Marine Corps League National. It
is a suggested and prudent practice that two signers be required for
checks and other financial documents, and be so specified in the
Detachment by-laws and/or policies/procedures. Regardless of other
signers on an account, the Paymaster should always be the primary
DETACHMENT FINANCIAL RECORDS - The Paymaster
is responsible for maintaining, and providing for review upon request
from the Detachment Board of Trustees, Audit Committee, and/or
Department/National offices, all financial records and reports for the
Detachment. Such records normally include records of revenue receipts,
expenditure records, checking and financial account statements, and
summary reports of financial condition.
(Balance sheet, profit and loss, cash flow, etc.)
a matter of practice, reports of financial condition should be made and
reviewed by Detachment officers and/or membership on a scheduled
AS CONTROLLER OF DETACHMENT FUNDS -
The Paymaster is responsible for paying authorized bills, and assures
the legitimacy of payment requests and budget and/or board of trustees
approvals, prior to releasing funds for disbursement.
He/she is also responsible for assuring that proper documentation
accompanies requests for payments in the form of invoicing/billing,
receipts, and approval.
office acts as the policeman for outflows and expenditures on behalf of
the Detachments membership. He/she
therefore has the right to question expenditures if necessary, and not
clearly understood by budget or board of trustees action.
The Paymaster should always present a question to the Board of
Trustees if there is any doubt about disbursement.
FISCAL AND FINANCIAL REPORTS AT MEETINGS - Keeping officers and members informed as to financial
status is important to establishing and maintaining credibility within
the organization. The
presiding officer should call on the Paymaster for a report at each
business meeting - this report should summarize financial transactions
since the last meeting, and provide a balance of accounts.
It is suggested that at least quarterly, the Paymaster report to
the Board of Trustees in more detail on account status, and provide
balance sheet, profit and loss, and cash flow data in writing.
By doing so, the officers are aware of status and trends in
determining requirements for revenue and/or changes in expenditures.
DUES AND FORWARDS TRANSMITTALS
- This job can be shared by the Adjutant, or handled by the
Paymaster in its entirety, based on practicality and Detachment
practices and procedures. It Is extremely important to handle dues and
membership transmittals in an expeditious manner - this will be the
first impression a new member has of the Marine Corps League - to assure
timely receipt of the members card and lapel pin.
Dues should be transmitted no less than once per month,
preferably following a membership meeting, or other such time each month
in which the preponderance of members normally join.
is equally important that the transmittal forms and monies forwarded are
done accurately, and in compliance with Department and National
procedures. It is important
to review the transmittal instructions, as well as any procedures and
policies distributed by Department and National.
This will help assure the goal of timely response for membership
cards and pins.
TAX AND LICENSING FUNCTIONS - Because each Detachment should be incorporated within
the state, there will normally be annual forms to be completed from
State and/or Federal tax agencies. These forms will request financial
data regarding revenues and disbursements, and their primary purpose is
to assure that the organization is conforming to the articles of
incorporation for a veterans, non-profit organization.
The Paymaster is responsible for completing and filing the
required information accurately and on a timely basis.
Detachments will require licenses for activities, such as sales of
merchandise, sale of food and beverage, and other.
Licenses for sales, obtained from the State Board of
Equalization, are required for retail sales and may require the
collection of sales tax to be submitted quarterly to the state.
Special licenses for sale of food and alcoholic beverage are
generally obtained locally for specific purposes.
Paymaster is the officer responsible for obtaining permits and licenses,
maintaining and filing such licenses, and assuring that any appropriate
fees and/or taxes are paid.
BY PROCEDURES OF THE DETACHMENT, DEPARTMENT, AND NATIONAL
- The Paymaster job invokes disciplines to insure the
financial integrity and credibility of the Detachment and the Marine
Corps League. The Paymaster
should be thoroughly familiar with the by-laws pertaining to financial
matters, and policies and procedures that deal with financial
transactions and reports. He/she
should be familiar with accounting and bookkeeping practices that will
assure this integrity.
- Other duties of the Paymaster may include:
Providing membership information to the Adjutant,
Commandant, Jr. Vice Commandant and other Detachment officers as
Providing copies of National membership and financial
status reports to the Adjutant, Commandant, Jr. Vice Commandant, and
other Detachment officers as required
Notify Officer Board immediately on financial issues, and
If a loan program to members and/or Marines has been
established by the Detachment, the Paymaster will be responsible for
issuing notes, gaining approvals, monitoring payments, and advising the
Serves as a member of the finance committee, audit
committee, and budget committee
Assists the elected officer responsible for revenues and
Assists in the completion of audits, and responds to any
written audit exceptions
May develop and maintain forms that are used for recording
and maintaining financial information
Paymaster plays an important role in the success of the Detachment.
He/she is largely responsible for the financial well being of the
organization, and more importantly for the financial credibility of the
Detachment. Accuracy and
timeliness are the two key factors in performing the financial function.
keeping, understanding money flows, and accounting are important skills
for the Paymaster. Adherence to procedures and the spirit of sound money
management will help assure achievement of the objectives established
for this job.
Detachments may choose to combine the officer jobs of the Adjutant and
Paymaster. This does not
diminish the requirements for either job - the characteristics,
accountabilities, and responsibilities are all combined into one. Therefore, the combined descriptions from above apply.