Tradition Seven: Every OA group ought to be fully self-supporting, declining outside contributions.

Thank you for agreeing to serve as the treasurer for your group/service body. The role of treasurer in Overeaters Anonymous (OA) has the important responsibility of ensuring the financial health and sustainability of the group/service body. As treasurer, you help manage your group’s/service body’s funds responsibly and transparently, in alignment with OA’s Traditions.

Depending on the size and type of your group/service body, your specific tasks may include collecting and tracking contributions, paying expenses, reporting to members, and passing surplus funds on to the broader OA community in alignment with group conscience.

By fulfilling the role of treasurer, you help ensure OA can continue to carry the message of recovery to those who need it while maintaining the integrity and financial stability of the Fellowship.

Overeaters Anonymous has established these general guidelines for treasurers, and we also encourage your group/service body to develop its own specific guidelines that best suit its exact needs.

Qualifications

Each group or service body (intergroup, service board, region) is autonomous and should determine its specific qualifications for the position of treasurer. As this role involves managing the group’s/service body’s funds, it is essential to establish clear guidelines.

It is recommended the following minimum requirements be included:

  • Abstinence: at least one year of current abstinence as defined by OA
  • Steps: completion of the Twelve Steps with a sponsor at least once
  • Accountability: actively working with a sponsor and sponsoring at least one individual

Skills

No formal education, degree, or occupation is required to serve as treasurer. The most essential qualities are willingness and honesty.

While experience is not necessary, familiarity with or a willingness to learn and use technology for communication and recordkeeping is important. Each type of service body may have different requirements, so we recommend serving as group treasurer before progressing to intergroup/service board or region treasurer. Each role prepares you for the responsibilities of the next.

Core Responsibilities

The group/service body treasurer typically has six primary areas of responsibility: collecting, recording, budgeting, reporting, distributing, and complying with governmental regulations.

  1. Collecting: Gather funds from various sources and deposit them into the group’s/service body’s accounts.
  2. Recording: Keep simple, clear, and accurate records of funds collected and spent.
  3. Budgeting: Create a financial plan that allows the group/service body to effectively manage its funds. Ensure income and expenses are balanced and well-organized.
  4. Reporting: Present financial data in a clear and transparent way to keep the Fellowship and relevant outside authorities informed. For instance, many treasurers share spreadsheets with the group’s/service body’s members showing income and expense details.
  5. Distributing: Periodically ensure surplus (excess) funds are passed on to relevant service bodies (intergroup, service board, and region) and the world service general fund, as determined by the group conscience, to support carrying the OA message.
  6. Complying: File necessary reports in compliance with governmental regulations and the type of business entity your group/service body is established as.

1. Collecting Tasks

Cash/Checks

Face-to-Face Groups

The treasurer collects and counts cash contributions at the end of the meeting and then takes the money home in trust for the group. The funds should be securely stored until they are deposited.

Service Bodies

The treasurer collects mailed-in contributions, which may include checks or other forms of contributions sent by members or groups. The funds should be securely stored until they are deposited.

Electronic Funds

Face-to-Face and/or Virtual Groups and Service Bodies

  • Establishing or maintaining electronic/digital accounts: As treasurer, you may establish or maintain payment accounts through digital payment processing platforms. These platforms provide digital options for Seventh Tradition contributions and have grown in popularity. Verify which platforms your bank works with, understand any associated fees, and review the platforms’ privacy terms.
  • Using a QR code: Using a QR code that links to your group/service body’s digital payment processor platform can mirror traditional basket-passing opportunities for virtual participants. In-person meetings may include a printed QR code inside the actual basket for those who prefer to operate without cash.
  • Managing transfers: Log in to digital payment processor platforms to transfer the funds into the group’s/service body’s bank accounts according to the agreed-upon schedule (weekly, monthly, etc.).

2. Recording Tasks

Face-to-Face Groups

  • Create a treasurer’s binder: Include the group’s agreed-upon treasurer duties.
  • Prepare a cash bag: Use this for contributions during in-person meetings.
  • Maintain contribution logs: Record the date and total amount of contributions received.
  • Keep proceeds from literature sales separate: Maintain a dedicated log to ensure replenishment as needed.

Note regarding sales tax: The OA bookstore does not charge sales tax on literature. Check with your local taxing authority about whether you are required to collect, report, and pay sales tax on literature sales.

Virtual Groups

  • Determine payment methods: Decide how members will contribute financially and communicate this clearly at every meeting.
  • Establish recording processes: Regularly document funds received and ensure they are transferred into the group’s agreed-upon account.
  • For digital payment processing accounts: It is essential to download transaction records of contributions. These records simplify the process of keeping accurate financial records and aid in proper documentation and reporting.

Note regarding privacy: Many financial-management services include contributors’ private data in transaction records. Avoid downloading or storing personal information in the treasurer’s records and delete all unnecessary information to avoid privacy and anonymity concerns should the group’s files ever be breached.

Note regarding bank accounts: Groups often entrust treasurers to use their personal bank account to receive and disperse funds electronically. Alternatively, members can contribute directly to their service bodies (intergroup, service boards, and/or region) and the world service general fund. This agreement between the group and treasurer relies on our Concept of trusted servants (Concept Nine). To maintain integrity, the treasurer commits to the group to:

  • ensure transparency, regular reporting, and rotation of service,
  • maintain a clear, detailed record of contributions and payments, and
  • discuss and document the group’s expectations for handling funds.

Service Bodies

  • Establish and maintain bank accounts: Open banking accounts as needed. Consider holding prudent reserve funds separately in government-insured funds (e.g., in the United States, accounts are insured by the Federal Deposit Insurance Corporation, known as FDIC) or equivalent interest-bearing accounts.
  • Set up digital-payment processing accounts: Ensure access to digital-payment service platforms and implement safeguards to protect assets.
  • Document expense processes:
    • Require an approval chain for larger amounts.
    • Prohibit treasurers from signing payments to themselves; use an alternate signer.
    • Consider dual signature options and confirm availability with your financial institution.
  • Schedule audits: Base the audit frequency on the number of transactions and service body’s needs.

Face-to-Face and/or Virtual Groups and Service Bodies

Treasurer best practices include:

  • Pay expenses promptly.
  • Deposit funds in a timely manner.
  • Reconcile bank statements with receipts and checkbooks monthly.
  • Update the bank signature card when necessary.
  • Check local requirements: changes to an account due to rotation of service often require formal minutes from a board meeting to document the request.
  • Create and maintain expense forms with appropriate approvals prior to disbursement.
  • Collect Seventh Tradition contributions during group/service body meetings.
  • Maintain a secure list of passwords and consider using a password vault for all financial accounts; share the list with the group secretary or service body chair or cochair.

3. Budgeting Tasks

Expenses

While each group/service body is autonomous, it is important to know what Seventh Tradition contributions are typically used for.

Face-to-Face and/or Virtual Groups

Typical expenses include (but are not limited to):

  • meeting space use, including rent, utilities, supplies, repairs, and furniture;
  • necessary equipment and platform fees for hosting virtual meetings;
  • literature purchased for use in meetings and/or for public and professional outreach;
  • retreat, workshop, OA celebrations, and event costs; and
  • newsletter and meeting list expenses.

Service Bodies

Typical expenses include (but are not limited to):

  • administrative fees, such as post office box rental or postage expenses,
  • phone and/or voice messaging services,
  • computer software and hardware,
  • travel expenses for World Service Business Conference delegates and region representatives,
  • website setup and maintenance,
  • applicable governmental business licenses and taxes, and
  • various types of insurance.

Budget

The treasurer often has the budgeting responsibilities listed below.

Face-to-Face and/or Virtual Groups

  • Budgeting responsibilities will likely be minimal. However, ensure you are aware of any virtual accounts and all group expenses, such as rent, supplies, literature, and platform fees.
  • If your group has a financial need and raising funds within the membership is insufficient, consult your intergroup/service board to explore available funding options.
  • Maintain a prudent reserve of two to six months’ expenses, based on what is needed to keep the meeting open.

 Service Bodies

  • You will likely serve as the cochair of the budget and/or finance committee.
  • Request annual budget proposals from committee chairs and board members using the Budget Guidelines for Service Bodies on oa.org.
  • Develop an annual budget and present it to your service body for approval.
  • Maintain a prudent reserve of two to six months’ expenses and assess the reserve annually based on expenses and anticipated needs.
  • Explore ways to reduce service body expenses and increase available funds through fundraising activities.
  • Contact the World Service Office to find out what funds may be available for special projects, such as public information and professional outreach, sending a delegate to World Service Business Conference, and/or translation of OA literature.
  • If financial needs exceed what can be raised within your intergroup/service board or region, seek advice from your region or from world service on how to raise additional funds.

4. Reporting Tasks

Face-to-Face and/or Virtual Groups and Service Bodies

  • Prepare regular reports that include dates and amounts of contributions and present reports on a consistent schedule.
  • Share with the group/service body how their Seventh Tradition contributions are being spent.
  • Ensure contributions are reported using the group’s/service body’s registered name and/or number and are never attributed to an individual’s name. This is in line with OA’s principles of having no dues or fees for membership, respecting anonymity, respecting data privacy, and placing principles above personalities.

Service Bodies

  • Present periodic reports on Seventh Tradition contributions from affiliated groups at service body meetings to promote transparency and accountability between groups and service bodies.
  • Maintain treasury archives and financial records for the appropriate retention period. Ask relevant governmental authorities (local, state/province, national) for specific requirements.
  • Submit required financial reporting forms to relevant governmental authorities in a timely manner.
  • Oversee regular reviews, such as independent audits, of insurance and financial documents.
  • Collaborate with other group/service body treasurers to address monetary matters. Group, intergroup, service board, and region treasurers are encouraged to meet and exchange ideas to share experience and improve practices.

Note regarding rotation of service: When transitioning from one treasurer to another, the outgoing treasurer should assist in training the incoming treasurer to ensure a smooth rotation of service. In addition, the oa.org website offers valuable resources for incoming group/service body treasurers. (See the resource list at the end of these guidelines.)

5. Distributing Tasks

Concept Twelve: The spiritual foundation for OA service ensures … sufficient operating funds, plus an ample reserve, shall be OA’s prudent financial principle.

Groups/service bodies should avoid holding on to surplus (excess) funds unnecessarily. These funds should be distributed according to group conscience.

Surplus Funds

Surplus (excess) funds are defined as the money that remains after expenses are accounted for. Expenses include:

  • prudent reserve (Refer to the Fundraising and Prudent Reserve Guidelines for Groups and Service Bodies on oa.org.)
  • prepaid registrations (e.g., conventions or workshops)
  • outstanding expenses (e.g., unpaid rent)
  • sending representatives to assemblies and World Service Business Conference
  • planned upcoming projects (e.g., public information and/or professional outreach campaigns)
  • general cash flow needs (It is important to account for upcoming expenses before determining surplus. Looking at historical expenses and upcoming bills will help guide you.)

Affiliated Face-to-Face and/or Virtual Groups

After accounting for expenses, treasurers are encouraged to follow the Board of Trustees’ suggested contribution percentages. Decisions regarding the distribution of surplus funds should be confirmed through group conscience. OA’s suggested percentages are:

  • 50% to the affiliated intergroup or service board
  • 40% to the world service general fund
  • 10% to the affiliated region

Unaffiliated Face-to-Face and/or Virtual Groups

If your group is unaffiliated with a specific intergroup/service board, it is still supported by your geographic or virtual region, world service, and the World Service Office. Contribution percentages should be determined by group conscience. For example, if an unaffiliated group receives US$100 in contributions, the balance, after expenses, is split fifty-fifty between the region and world service general fund.

Service Bodies

Some suggested methods for service bodies (intergroup, service board, and region) to distribute funds through group conscience include:

  • Percentage-based contributions: Service bodies may allocate an agreed-upon percentage (e.g., 10% of gross revenues) to the world service general fund quarterly or annually.
  • Fixed contributions: Service bodies may commit to contributing a specific amount to the world service general fund quarterly or annually. After the budget year closes, determine if your service body has surplus funds (funds beyond what’s needed for expenses and a prudent reserve). Send surplus funds to the world service general fund to support carrying the OA message worldwide.
  • Additional service board contributions: Language, national, and specific-focus service boards may also contribute to the world service general fund and the service body they are affiliated with.

Note regarding an alternative contribution structure: Some service bodies choose to make contributions before covering expenses. The percent the service body allocates is determined by group conscience. For example, if an intergroup/service board receives US$100 in contributions, it first allocates 10% (US$10) to be split between its region and world service.

All service bodies should communicate effective methods for contributions.

  • Provide guidelines on your service body’s website for sending Seventh Tradition contributions.
  • Remind affiliated groups/service bodies to always include their registered number and/or name with every contribution.
  • Advise affiliated groups that their treasurer can send contributions via check, money order, or electronically using their digital payment platform (e.g. Venmo, PayPal, etc.).

Note regarding OA’s QR code for contributions: OA has created a QR code groups and service bodies can use to make Seventh Tradition contributions easier and faster. Find OA’s QR code at oa.org/contribute.

6. Complying Tasks

Face-to-Face and/or Virtual Groups and Service Bodies

To ensure compliance with governmental guidelines, determine the type of entity your service body operates as.

  • Groups are often covered under the umbrella of their affiliated intergroup/service board.
  • Service bodies may be structured to comply with specific governmental requirements, such as nonprofit corporation, corporation, or other available entities.

Each state, province, country, and/or municipality may have specific reporting requirements. Seek guidance from local accounting professionals or small business organizations (e.g., in the United States, the Small Business Administration) for accurate information.

Service Bodies

  • Familiarize yourself with governmental requirements applicable to your service body’s determined business entity. Seek the guidance of a licensed tax professional if you are unsure.
  • Comply with applicable governmental requirements. Prepare and file all required country, state, and/or municipality reports. Requirements will vary based on your geographic location.
  • Review historical records for guidance or contact the appropriate government department for assistance.

Tips for Treasurers

“Together we get better” applies to service positions too! If you are uncertain or need guidance with treasurer responsibilities, there are many resources, including:

  • Past treasurer(s): Ask fellows who have served in this capacity, as they are often the best source for advice on handling your service position.
  • Peers: Connect with others currently serving in a similar role or with similar responsibilities (e.g., group-treasurer-to-group-treasurer).
  • Intergroup/service board treasurer: Seek insight from an experienced fellow acting as treasurer at this service level.
  • Region treasurer: Use your region’s website to contact the fellow serving as treasurer for your region.
  • Additional resourcesare available on oa.org. See resource list below.

Most important, reach out for help!

Note regarding these guidelines: Thank you for your willingness to serve. These guidelines are intended to provide clarity, confidence, and support as you manage your group’s/service body’s finances. These guidelines are in no way intended to be fully comprehensive, nor should they be construed as requirements for service or as a substitute for professional advice.

Additional resources are available on oa.org:

OA Board-Approved
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