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Treasurer onboarding

Access groups: apex-finance, apex-board (documentation only — login uses your invited account)
Owner: Board chair + treasurer
Time: ~1 hour first pass; monthly rhythm thereafter

← Start here · Duties reference

Draft finance SOPs

Receipt and hygiene steps below are draft until board approves in minutes.

This week (new treasurer)

  1. Confirm Access login at docs.apexstem.org.
  2. Read formation progress log — open nonprofit bank account is the immediate next step (EIN + certificate of incorporation ready).
  3. Read LLC separation SOP — no commingling with Ridge Racers LLC.
  4. Create org Drive Finance/ and Governance/ (link on integrations).
  5. Review draft APEX-FIN-001 receipt hygiene.
  6. Set up monthly 3-line report template for board (budgeted / spent / remaining).

Onboarding checklist

  • [ ] Access account added on Cloudflare Access (same trustee policy as board)
  • [ ] Nonprofit bank account open only after board resolution naming signers
  • [ ] Separate from Ridge Racers STEM Education LLC — no shared account
  • [ ] Receipt workflow understood — APEX-FIN-001 (draft)
  • [ ] Sponsorship gifts logged per sponsorship procedure — CRM in private Sheet, not git
  • [ ] W-9 and gift acknowledgments use counsel templates (Drive, not git)
  • [ ] treasurer@apexstem.org forwarding works — domain_and_dns
  • [ ] Optional: Gmail Send mail as treasurer@ — gmail_send_mail_as
  • [ ] Recusal plan documented if treasurer is related to founders/parents (see below)

Key SOPs

Topic Wiki
Receipt hygiene (draft) APEX-FIN-001
Parent fees & transparency parent_budgeting
LLC separation llc-separation
Sponsorship logging sponsorship_leads
Formation (bank, 1023) formation_checklist
Formation progress log 501C3 progress notes
Grant vault index grant_readiness_index

Canonical formation: 501C3 checklist

Tools

Tool Use
Drive Finance/ Receipts, budgets, W-9 copies
Private Sheet Sponsorship CRM (copy headers from data template)
Accounting QuickBooks / Wave / spreadsheet — see nonprofit_free_tools
Email treasurer@apexstem.org

Family treasurer safeguards

If treasurer is related to founders or team parents:

  • Second director reviews monthly report in minutes
  • Recuse from votes on own children's fee waivers and LLC payments
  • Two bank signers where possible (treasurer + independent trustee)

Monthly rhythm

When Action
Same day Receipt photo/PDF → Drive Finance/
Monthly 3-line report to board: budgeted / spent / remaining
Quarterly Board reviews LLC-related-party log
Annually 990 / state filing data pull (when applicable)

Contact

Public-facing: treasurer@apexstem.org (email routing)