This page is designed to give information for new HCoop treasurers to learn how to do their jobs. Also see Adam's mail about treasurer responsibilities.
Treasurer permissions which need to be given:
PayPal sub-account with rw access
When: soon after being notified by paypal of a payment.
portal financial page -> lookup address for paypal -> follow steps
Log in to paypal
Log into the money portal
Everything should be filled in: Payment type: Paypal, no extra description needed, date should be today, enter Net amount from the transaction page, Member should be filled in properly (double check), hit Add.
Return to the paypal overview, select Mark as shipped for that transaction. The page will reload, scroll down specify you don't have tracking information, confirm it. Check on the main page that it is marked as shipped.
Log into the money portal
When: whenever paypal balance gets high, usually every month or so.
Leave $50 or so in paypal to cover refunds issued. The maximum amount that can be transferred per month is $500.
When: Second to last day of every month (to get done before the cronjobs mailing reminders)
From the Financial page on the portal, go to charge monthly dues.
When: middle of each month (15th) Why: some ISPs block mail from HCoop since it sometimes forwards spam.
Subject: We're about to freeze your HCoop account... Cc: HCoop Payment Reminder Robot <firstname.lastname@example.org> ...because your balance is too negative. If you want to keep your account, please make a payment here ASAP: https://members.hcoop.net/ Details on how much we recommend paying should be found in the last automated low balance reminder e-mail sent to you. If you don't want your account anymore, please don't stay silent; instead open a ticket here, in the "Financial" category: https://bugzilla.hcoop.net/enter_bug.cgi?component=Financial ...and include instructions on what to do with your remaining funds (donate to the co-op or refund via PayPal or Stripe).
When: when you get the first payment from a new member. (You may need to prompt new members for payment if it is not remitted soon after the board votes to accept the application.)
Check if the member authorized us to charge their PayPal account when signing up, and capture the charge if they did.
From time to time a member gives us the wrong address for paypal. Inspect approved members waiting for an account and attempt to locate the associated user. If there is nothing obvious, contact the payer directly.
Ensure that the sender can be verified. The name must match the application, and either:
It will give you a command to run on gibran. Run it in a shell (sudo is not needed). Do not proceed with the next step until this command has been run; it will break the user's account.
When: when emailed from bugzilla
Retire the member: Admin sidebar -> Members -> retire the member.
Run this command on gibran to close the account
If a member replies to something asking if they can be retired, here is a boilerplate you can reply with:
To close your account, please open a ticket in bugzilla in the "financial" category, and including what you'd like to do with the remaining balance (donation to the co-op or refund): https://bugzilla.hcoop.net/enter_bug.cgi This provides some authentication, and a permanent record, for the close request. Thank you, - HCoop Treasurer
Freezing: /afs/hcoop.net/common/etc/scripts/freeze -a f USERNAME
Unfreezing: /afs/hcoop.net/common/etc/scripts/freeze -a u USERNAME
If a delinquent user contacts you with payment after you've retired him in the ledger but before the delete scripts are run:
On gibran (kerberos master), run sudo kadmin.local -p root/admin, then run cpw <username>@HCOOP.NET
Admin users only: For local passwords, ssh to the machine and just use passwd <username>. Right now local passwords are out of date and not used, so you don't actually need to do this.
When: yearly, After January 1st and before April 15th
When creating the account to file, it is for you personally, not for the coop, so each new treasurer will need to create their own account.
The treasurer can receive quite a bit of mail at times. ClintonEbadi recommends filtering the mail into a single folder. Some procmail rules to achieve this:
:0 * ^TO_payment@hcoop.net .HCoop.treasurer/ :0 * ^Subject: Your HCoop account has been created!$ .HCoop.treasurer/ :0 * ^Subject: Welcome to HCoop!$ .HCoop.treasurer/ :0 * ^From: HCoop Payment Reminder Robot <email@example.com>$ .HCoop.treasurer/