CLUB TREASURERS WORKSHOP 2020 2021 Duties of Treasurer

CLUB TREASURERS’ WORKSHOP 2020 -2021

Duties of Treasurer � Collect dues – send out invoice in advance to members and submit by deadline of June 15 th to International and District (online) � Deposit funds, pay bills for club � Order pins and other merchandise from Doc Morgan via International Website � Create budgets for club � Report to club at each business meeting � Submit government filings as required

Treasures’ Duties (Cont. ) � Group Tally – program used on the International Web site, used to pay renewal dues, new member dues and to update information on members � Go to www. altrusa. org � Right hand side > click on SITES � Select Group Tally � Login is your Email � If you don’t know your password > Go to site, � Enter your email and select “Forgot Password” � Link will be emailed to your email � If you do not know your email – email me at leslie. johnson 2@roadrunner. com

Treasurer’s Duties (Cont. ) � Get your Club President or District Treasurer to update your status on Group Tally to give you Full Administrative access. (I can do this at conference, give me a call or email) � When ready to submit renewals, login to https: //altrusa. grouptally. com using your login and password credentials � Choose “Members” on the left panel and add any new members or edit information on exiting members. � NOTE: When a club members has been approved from Emeritus status, Do NOT inactivate them in Group Tally. Your District Treasurer will be working with Altrusa International to get their status changed. Only International can make that change.

Treasurer’s Duties (Cont. ) � NOTE: When adding a club member who is a TRANSFER from another club, you cannot do this in Group Tally, contact International and have them make the transfer to your club’s roster. david@altrusa. org � When finished adding and editing, choose “Club” from the left hand panel, then choose the “Payments” tab – you’ll see a listing of invoice terms starting with the convention fee of $30, followed by a list of each of your current club members two listings of $27. 50. If paying half year dues select the first one and if paying full dues select them both. � Select the green button in the top right � Corner “Make Payment”

Treasurer’s Duties (Cont. ) � The next screen allows you to choose each member for whom you wish to make payment and gives you a total amount that is due for all that have been selected � When ready to pay, choose “Payments”; invoice should be already populated with the $30 Convention Fee and two sets of $27. 50 per member

Treasurer’s Duties (Cont. ) � You can pay for renewing members in batches, if you choose; you need not wait until you have all renewing members’ dues in hand. You run the risk of being late with all dues and paying penalties on every members rather than just those who are late payers � Either pay with credit card (and pay a fee), pay by direct debit (only after validation process is completed), or print the invoice and mail with a check. � Print a copy for your records

Treasurer’s Duties (Cont. ) � Go back and under the payment and under the “payment to group” button, select District Eleven. � The next screen allows you to choose each member for whom you wish to make payment and gives you a total amount that is due for all that have been selected � When ready to pay, choose “Payments”; invoice should be already populated $25 per member. Hopefully it is update to two invoices of $12. 50 per member. Select first one for half dues and both for full dues. � Either pay with credit card (and pay a fee), pay by direct debit (only after validation process is completed), or print the invoice and mail to District Treasurer with a check. � Print a copy for your records

Treasurer’s Duties (Cont. ) � There is a new type of member “Young Professional” which pays half-dues to both International and District. They have to be under 30. � Note: late fees apply for payments postmarked or made after 6/15; see your Treasure’s Guide for details. $2. 50 District late fees are waived. � Everytime you gain a new member, log in and go through this process and do not forget to pay the District dues as well as International � Youtube videos are available on the District website – www. altrusadistricteleven. org >resources > leadership

General Bookkeeping � Your books do not need to be computerized, but it certainly helps. I use Quick. Books. Excel is a great spreadsheet program that also works well. Just be sure to keep each source of income separate. General expense categories are fine, but keep each fundraiser’s expenses separate as well. If you have a club foundation, its especially important to keep club administrative expenses out of the foundation, keeping only service projects and fundraising activities.

501©(3) Versus 501©(4) ◦ These are IRS designations. Both are organizations exempt from paying tax, but only the 501 c 3 is a charitable organization, eligible for tax-deductible contributions from donors. 501 c 4 is considered a social welfare group. If you want to apply for outside grants to help with your service projects, you will need to have 501 c 3 status, which is why clubs form local club foundations (LCFs).

Required Government Filings Once you are set up properly, complying with these regulations is not onerous, but the consequences can be serious for non-compliance. � IRS Form 990 – If your gross receipts are less than $50, 000, you need file only a “postcard” or Form 990 -N. It’s just a way of “checking in” with the IRS to let them know your organization is still alive and kicking. If you fail to do this for three years, your tax-exempt status is revoked and you must re-apply for tax exempt status. � California FTB Form 199 – same rule, if gross receipts are less than $50, 000, you need file only a “postcard” or 199 N. � California SI-100 – Once you are incorporated, you need to check in with the Secretary of State every two years, pay a $20 fee, and update your officers and agent for service of process. If you fail to file, you may get a $50 penalty. �

Required Government Filings � Arizona Corporation Annual Report � � Annual filing, due date determined by your incorporation Determine if your nonprofit needs to file the Arizona Form 99 � Nevada - Charitable Solicitation Registration Statement Nevada � Nevada - Nonprofits Annual Report and Filing for the State of Nevada

Incorporation of Club � Andrea Shallcross, Director Altrusa District Eleven, will assist you if your club wants to create a 501©(4). � She has a checklist and will guide you through the steps. � Reach her at ashallx 14@gmail. com � Club names not in compliance: Altrusa International of Club Name, Inc. should take the steps to update their name

Be Security Conscious! � Do not send by email lists with names and addresses, including newsletters with contact information.

Important Dates for All Club Treasurers � Options for Dues: ◦ Dues to International and District 6/15/2020 ◦ Half year dues $27. 50 to International and $12. 50 to District 6/15/2020 ◦ Half year dues Part II $27. 50 to International and $12. 50 to District 11/30/2020 ◦ District Eleven Dues Assistance Program (Form filled out and sent to me) 6/10/2020 ◦ https: //altrusa. grouptally. com/login

IRS Form 990 or 990 -N Online Postcard https: //www. irs. gov/charities-non-profits/annualelectronic-filing-requirement-for-small-exemptorganizations-form-990 -n-e-postcard Due the 15 th Day of the 5 th Month following the end of the Taxable Year If Year goes June 1, 2019 – May 31, 2020 Due: 10/15/2020 If Year goes January 1, 2019 – Dec 31, 2019 Due: 5/15/2020

Important Dates for California Club Treasurers � California State FTB Form I 99 or I 99 -N online postcard https: //www. ftb. ca. gov/file/business/types/chariti es-nonprofits/199 N. asp 10/15/2020 � � � California Secretary of State S 1 -100 Form Bi. Annual Filing Based on Your Incorporation Date http: //businessandtrustlawyer. com/wpcontent/uploads/2012/08/Statement-of. Information-Non-Profit 1. pdf Variable

Important Dates for Arizona Club Treasurers Arizona Corporation Annual Report https: //ecorp. azcc. gov/Az. Account? session. Expire d=False � Fee $10 Variable � Annual filing, due date determined by your incorporation Determine if your nonprofit needs to file the Arizona Form 99 � � Go Variable to: https: //azdor. gov/forms/exemptorganization-forms

Important Dates for Nevada Club Treasurers � Charitable Solicitation Registration Statement Nevada Variable https: //www. nvsos. gov/sos/home/showdocum ent? id=4024 � Nonprofits Annual Report and Filing for the State of Nevada https: //www. nvsilverflume. gov/home (Select “File Annual or Amended” $50 Variable

Resources Page (Marketing) � Resources – use these websites forms and information � Altrusa International, Inc. � www. altrusa. org � � Altrusa Group Tally � https: //Altrusa. grouptally. com � � Altrusa International District Eleven, Inc. � www. altrusadistricteleven. org � �

Peer Review/Audits � Altrusa District Eleven recommends the Club Books be peer reviewed on an Annual Basis. � If a club does not wish to pay an independent auditor then have foundation treasurer, a sister club treasurer or the Altrusa District Eleven Treasurer review your books.

Contact Information � Leslie Johnson � Treasurer � Altrusa District Eleven, Inc. � Leslie. johnson 2@roadrunner. com � 714. 686. 1934 personal cell