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Treasure for Treasure for Treasurers Treasurers Elaine Wiant Elaine Wiant LWVUS LWVUS Secretary/Treasurer Secretary/Treasurer Susan Wilson Susan Wilson LWVUS Budget LWVUS Budget Chair Chair Greg Leatherwood Greg Leatherwood LWVUS Director LWVUS Director of Finance of Finance Convention 2010 Convention 2010
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Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Dec 25, 2015

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Page 1: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Treasure for Treasurers Treasure for Treasurers Elaine WiantElaine Wiant LWVUS Secretary/TreasurerLWVUS Secretary/Treasurer

Susan WilsonSusan Wilson LWVUS Budget ChairLWVUS Budget Chair

Greg LeatherwoodGreg Leatherwood LWVUS Director of FinanceLWVUS Director of Finance

Convention 2010Convention 2010

Page 2: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

What “treasures”are we going to What “treasures”are we going to talk about?talk about?

Part 1: The e-Postcard returnPart 1: The e-Postcard return

Part 2: Stewardship of League financesPart 2: Stewardship of League finances

Part 3: The annual audit or reviewPart 3: The annual audit or review

Part 4: Using education funds effectivelyPart 4: Using education funds effectively

Page 3: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Form 990-NForm 990-NThe e-PostcardThe e-Postcard

Page 4: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

• Yes. Yes.

• There are only two exceptions:There are only two exceptions:

– Leagues that file Form 990 or Form 990-EZLeagues that file Form 990 or Form 990-EZ

– Leagues that are included in a group return.Leagues that are included in a group return.

• The Form 990 cutoff increases to $50,000 in The Form 990 cutoff increases to $50,000 in 2010.2010.

My League is small. Do we need to file My League is small. Do we need to file the e-Postcard?the e-Postcard?

Page 5: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

1.1. Obtain an FEIN for your League, if it Obtain an FEIN for your League, if it doesn’t already have one.doesn’t already have one.

2.2. NEW!! Telephone the IRS to inform NEW!! Telephone the IRS to inform them that your League is a tax exempt them that your League is a tax exempt organization.organization.

3.3. Register as a new user on the e-Postcard Register as a new user on the e-Postcard website. website. http://epostcard.form990.org/

4.4. Create and submit your League’s e-Create and submit your League’s e-Postcard.Postcard.

Filing is an Easy Four-Step ProcessFiling is an Easy Four-Step Process

Page 6: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

• Yes.Yes.

• The The onlyonly exception is Leagues covered by a exception is Leagues covered by a group exemption.group exemption.

• DO NOT use your DO NOT use your statestate League’s FEIN to file League’s FEIN to file your your locallocal League’s e-Postcard return. League’s e-Postcard return.

Does my League need its own Federal Does my League need its own Federal Employer Identification Number?Employer Identification Number?

Page 7: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

• Applying for and receiving an FEIN only takes a Applying for and receiving an FEIN only takes a few minutes; it doesn’t cost anything.few minutes; it doesn’t cost anything.

• You can apply by mail, but applying online is You can apply by mail, but applying online is much quicker and easier -- much quicker and easier -- https://sa2.www4.irs.gov/modiein/individual/index.jsp

• You must wait up to two weeks after receiving You must wait up to two weeks after receiving your League’s FEIN before you can use it to file your League’s FEIN before you can use it to file the e-Postcard return.the e-Postcard return.

What’s Involved in Getting an FEIN?What’s Involved in Getting an FEIN?

Page 8: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

• Your League’s nameYour League’s name

• The name, Social Security Number, mailing The name, Social Security Number, mailing address and phone number of a responsible address and phone number of a responsible contact personcontact person

• The month and year your League startedThe month and year your League started

• A short phrase describing your activitiesA short phrase describing your activities

• Whether your League has any employeesWhether your League has any employees

What Information Will I Need to Provide?What Information Will I Need to Provide?

Page 9: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Step 2: Call the IRSStep 2: Call the IRS

• An officer of your League must call the An officer of your League must call the IRS IRS eight weekseight weeks before your League files before your League files its first e-postcard.its first e-postcard.

• This is a separate requirement from This is a separate requirement from applying for an FEIN.applying for an FEIN.

• The IRS phone number to call is 1-877-The IRS phone number to call is 1-877-829-5500, option 2, option 4.829-5500, option 2, option 4.

Page 10: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Questions the IRS Will AskQuestions the IRS Will Ask1.1. Are you an officer?Are you an officer?

2.2. Is your League a distinct legal entity with a Is your League a distinct legal entity with a governing document?governing document?

3.3. What is your League’s purpose (mission)?What is your League’s purpose (mission)?

4.4. Are your League’s gross receipts normally less than Are your League’s gross receipts normally less than $25,000?$25,000?

5.5. When does your tax year end? When does your tax year end?

6.6. Is your League covered by a group exemption?Is your League covered by a group exemption?

7.7. The name, title and contact information of an The name, title and contact information of an officer who will serve as the primary contact.officer who will serve as the primary contact.

Page 11: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Filing the e-PostcardFiling the e-Postcard

Page 12: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

• Its Federal Employer ID numberIts Federal Employer ID number

• Its tax year-end dateIts tax year-end date

• Its legal name and mailing addressIts legal name and mailing address

• Its website address, if it has one.Its website address, if it has one.

• Confirmation that its annual gross Confirmation that its annual gross receipts are $25,000 or less.receipts are $25,000 or less.

What Information will my League What Information will my League Need to Provide?Need to Provide?

Page 13: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

• The 15The 15thth day of the fifth month following the end of day of the fifth month following the end of your League’s tax year.your League’s tax year.

• The first e-Postcards were due for tax years ending on The first e-Postcards were due for tax years ending on or after December 31, 2007. or after December 31, 2007.

• There is no There is no monetarymonetary penalty for filing late. penalty for filing late.

• Three strikes and you’re out – Organizations that fail Three strikes and you’re out – Organizations that fail to file for 3 consecutive years will automatically lose to file for 3 consecutive years will automatically lose their tax-exempt status.their tax-exempt status.

When is the e-Postcard due?When is the e-Postcard due?

Page 14: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

TipsTips

1.1. Get started right away. Filing your League’s Get started right away. Filing your League’s first e-postcard normally takes 8 weeks.first e-postcard normally takes 8 weeks.

2.2. Complete the following tasks in order:Complete the following tasks in order:

– First apply online for an FEIN;First apply online for an FEIN;

– Second, telephone the IRS;Second, telephone the IRS;

– Third, wait eight weeks; andThird, wait eight weeks; and

– Fourth, complete your League’s e-postcard.Fourth, complete your League’s e-postcard.

Page 15: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

More TipsMore Tips

3.3. When applying for an FEIN, specify that When applying for an FEIN, specify that your League is a tax-exempt volunteer your League is a tax-exempt volunteer group.group.

4.4. Use a post office box for your League’s Use a post office box for your League’s mailing addresses.mailing addresses.

5.5. ????????

Page 16: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Still More TipsStill More Tips

6.6. If you need help with the e-postcard form, If you need help with the e-postcard form, contact IRS tech support at (866) 255-contact IRS tech support at (866) 255-0654 or 0654 or [email protected]..

7.7. Ed funds must file a separate e-postcard Ed funds must file a separate e-postcard return unless they are part of the state or return unless they are part of the state or national education fund.national education fund.

Page 17: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Stewardship of Stewardship of League FinancesLeague Finances

Page 18: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Responsibilities of the League boardResponsibilities of the League board• Make sure that appropriate internal control policies Make sure that appropriate internal control policies

and procedures are in place.and procedures are in place.

• Recommend adoption of a detailed budget.Recommend adoption of a detailed budget.

• Review and understand treasurer's statements.Review and understand treasurer's statements.

• Make sure that bills are being paid on time.Make sure that bills are being paid on time.

• Approve unbudgeted expenses.Approve unbudgeted expenses.

• Provide for an annual audit or review.Provide for an annual audit or review.

• Consider fidelity bond coverage for those handling Consider fidelity bond coverage for those handling money.money.

Page 19: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Responsibilities of the League Responsibilities of the League board --Development!board --Development!

• The League must be adequately financed. The League must be adequately financed. • Financial support comes primarily from members. Financial support comes primarily from members. • Support can also come from the community – Support can also come from the community –

individuals, foundations, businesses. individuals, foundations, businesses. • Fundraising is a year-round effort built into every Fundraising is a year-round effort built into every

activity and project. activity and project. • Appreciation and recognition help to ensure Appreciation and recognition help to ensure

repeated gifts.repeated gifts.

Page 20: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Responsibilities of the Responsibilities of the League board – BudgetLeague board – Budget

• Provide input to Provide input to the committee charged committee charged with budget development. with budget development.

• Review the proposed budget prepared by Review the proposed budget prepared by the committee. the committee.

• Revise it as necessary. Revise it as necessary. • Recommend its adoption by the annual Recommend its adoption by the annual

meeting/state convention.meeting/state convention.

Page 21: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

The League’s BudgetThe League’s Budget• Reflects all anticipated income and expenses Reflects all anticipated income and expenses

for a fiscal year. for a fiscal year. • Shows planned growth in members, dues, Shows planned growth in members, dues,

contributions and League activities. contributions and League activities. • Includes funds for sending delegates to state Includes funds for sending delegates to state

and national conventions. and national conventions. • Reflects the League’s obligation to support the Reflects the League’s obligation to support the

League as a whole through the per member League as a whole through the per member payment (PMP) system.payment (PMP) system.

Page 22: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Liability Liability InsuranceInsurance

Page 23: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

What is It?What is It?

Insurance against:Insurance against:Negligent acts or omissionsNegligent acts or omissions

• Bodily injury Bodily injury

• Property damageProperty damage

• Warranties and exclusions varyWarranties and exclusions vary

Page 24: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Do We Need It?Do We Need It?

• Evaluate the risks and benefits.Evaluate the risks and benefits.

• Auditoriums, malls and other Auditoriums, malls and other public places may require Leagues public places may require Leagues to have coverage.to have coverage.

• Federal law protects volunteers.Federal law protects volunteers.

Page 25: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

What Does It Cost?What Does It Cost?

$500 to $750 buys:$500 to $750 buys: $1 million per occurrence$1 million per occurrence $2 million annual aggregate$2 million annual aggregate $1 million non-owned auto $1 million non-owned auto $10,000 of personal property$10,000 of personal property $10,000 of employee dishonesty$10,000 of employee dishonesty

Page 26: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Where Can We Get It?Where Can We Get It?

• Shop around. Most insurance Shop around. Most insurance companies and agents offer companies and agents offer general liability coverage.general liability coverage.

• Willis HRH InsuranceWillis HRH InsuranceTelephone: (800) 800-2860Telephone: (800) 800-2860Karen Earp or Robin RiderKaren Earp or Robin Rider

Page 27: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

The TreasurerThe Treasurer

• Chief financial officer of the League. Chief financial officer of the League. • Establishes fiscal management procedures. Establishes fiscal management procedures. • Collects and disburses all League funds.Collects and disburses all League funds.• Makes reports to the board and members.Makes reports to the board and members.• Keeps a record of all income and expenditures.Keeps a record of all income and expenditures.• Serves as member of budget committee.Serves as member of budget committee.• Forwards PMP to LWVUS and state League.Forwards PMP to LWVUS and state League.• Deposits tax-deductible funds with the Deposits tax-deductible funds with the

appropriate Education Fund.appropriate Education Fund.

Page 28: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

New TreasurerNew Treasurer

• Receives records from previous treasurer.Receives records from previous treasurer.• Reviews records with previous treasurer.Reviews records with previous treasurer.• Registers signatures of treasurer and president at Registers signatures of treasurer and president at

financial institutions.financial institutions.• Learns use of relevant software.Learns use of relevant software.• Promptly deposits receipts and pays bills.Promptly deposits receipts and pays bills.• Anticipates large expenses.Anticipates large expenses.• Assists with annual audit or review.Assists with annual audit or review.

Page 29: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Your League should have WRITTEN Your League should have WRITTEN financial policies and proceduresfinancial policies and procedures

Page 30: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Internal ControlsInternal ControlsProcedures toProcedures to increase likelihood that:increase likelihood that:

• Financial information is reliableFinancial information is reliable

• Assets and records are not stolen, misused or Assets and records are not stolen, misused or destroyeddestroyed

• Policies are followedPolicies are followed

• Laws and regulations are complied withLaws and regulations are complied with

Page 31: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Internal controlsInternal controlsWhat kinds?What kinds?

Trust is NOT a control Trust is NOT a control

Page 32: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Internal controlsInternal controlsWhat kinds?What kinds?

• Authorization and approvalAuthorization and approval

• Proper documentationProper documentation

• Physical securityPhysical security

• Early detectionEarly detection

Page 33: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Recommended Controls Recommended Controls

• Segregation of duties -- the same person Segregation of duties -- the same person should NOT:should NOT:– Deposit funds AND record depositsDeposit funds AND record deposits– Write checks AND receive and reconcile Write checks AND receive and reconcile

bank statementsbank statements

Page 34: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Recommended Controls for incomeRecommended Controls for income

• Open mail Open mail promptlypromptly..

• Record, copy and endorse checks upon receipt.Record, copy and endorse checks upon receipt.

• Prepare deposit and deliver to bank Prepare deposit and deliver to bank promptlypromptly..

• Deposit all cash received (don’t use receipts to Deposit all cash received (don’t use receipts to pay bills or replenish petty cash).pay bills or replenish petty cash).

• Reconcile income with deposits (not the same Reconcile income with deposits (not the same person).person).

Page 35: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Recommended controls for Recommended controls for expendituresexpenditures

• Board authorizes check signers.Board authorizes check signers.

• Require more than one signature for checks Require more than one signature for checks over a certain amount.over a certain amount.

• Obtain approval for each transaction, either Obtain approval for each transaction, either through the budget or through the board.through the budget or through the board.

• Provide and maintain documentation for each Provide and maintain documentation for each check written.check written.

Page 36: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Security measuresSecurity measures• Checks:Checks:

– Pre-number checks.Pre-number checks.– Secure blank checks with a lock.Secure blank checks with a lock.– Limit access to blank checks to authorized Limit access to blank checks to authorized

person(s).person(s).

• Computer recordsComputer records– Limit access and protect with passwords.Limit access and protect with passwords.

– BACK UP BACK UP records on a regular basis.records on a regular basis.

– Store backups at another location.Store backups at another location.

Page 37: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

The Annual Financial Review or The Annual Financial Review or Audit Audit

Page 38: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

What is the difference between a What is the difference between a financial review and an audit?financial review and an audit?

During a financial During a financial reviewreview, an accountant (or , an accountant (or other financially astute person)other financially astute person)

– Asks questions,Asks questions,

– Reviews the financial statements,Reviews the financial statements,

– Does NOT examine the underlying records.Does NOT examine the underlying records.

Page 39: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

The duties of an The duties of an auditorauditor include include

• Verifying that a Verifying that a samplesample of dues and of dues and contributions agrees with the contributions agrees with the corresponding deposit slips and recordscorresponding deposit slips and records

• Verifying that a Verifying that a samplesample of recorded of recorded expenses agrees with the corresponding expenses agrees with the corresponding bills and checksbills and checks

• Reviewing internal control systemsReviewing internal control systems

Page 40: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Steps for Financial ReviewSteps for Financial Review

• Bank statements:Bank statements:

– Check recorded receipts against the deposits Check recorded receipts against the deposits on bank statementson bank statements

– Investigate discrepanciesInvestigate discrepancies

– Verify bank reconciliationsVerify bank reconciliations

– Account for all checks by numberAccount for all checks by number

Page 41: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Steps for Financial ReviewSteps for Financial Review

• Dues:Dues:

– Check dues collected during the year against Check dues collected during the year against the current membership total.the current membership total.

– Investigate discrepancies (life members, Investigate discrepancies (life members, scholarships, etc).scholarships, etc).

Page 42: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Steps for Financial ReviewSteps for Financial Review

• VouchersVouchers

– Check records against vouchers.Check records against vouchers.

– Are expenses backed by an invoice or Are expenses backed by an invoice or voucher?voucher?

– Are items debited to the proper account?Are items debited to the proper account?

Page 43: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Steps for Financial ReviewSteps for Financial Review

• BudgetBudget

– Compare income and expenses with budget.Compare income and expenses with budget.

• Education FundEducation Fund

– Compare deposits of tax-deductible funds Compare deposits of tax-deductible funds with the records of state or national Ed Fund.with the records of state or national Ed Fund.

– Check transactions with the state or national Check transactions with the state or national Ed Fund.Ed Fund.

Page 44: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Steps for Financial ReviewSteps for Financial Review

• Sample MonthSample Month

– Verify income and expense totals.Verify income and expense totals.

– Verify individual categories.Verify individual categories.

– Check beginning balance and ending balance.Check beginning balance and ending balance.

– Make necessary adjustments.Make necessary adjustments.

Page 45: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Steps for Financial ReviewSteps for Financial Review

• Return to bank statementsReturn to bank statements

– Check beginning and ending balances in each Check beginning and ending balances in each account.account.

– Make necessary adjustments.Make necessary adjustments.

Page 46: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Steps for Financial ReviewSteps for Financial Review• Prepare reportPrepare report: “We have reviewed the : “We have reviewed the

books of the League of Women Voters of books of the League of Women Voters of _____ as of ______, examined the records _____ as of ______, examined the records of revenue and expenditures and traced of revenue and expenditures and traced beginning and ending cash balances to beginning and ending cash balances to bank statements. The books are an bank statements. The books are an accurate reflection of the financial accurate reflection of the financial condition of the League of Women Voters condition of the League of Women Voters of _____ as of ______ and the results of of _____ as of ______ and the results of its operations and cash flows for the year.”its operations and cash flows for the year.”

Page 47: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Using Education Using Education Fund Money Fund Money EffectivelyEffectively

Page 48: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

What is the League’s tax status?What is the League’s tax status?

Page 49: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

The LWVUS is a 501(c)(4)The LWVUS is a 501(c)(4)social welfare organization.social welfare organization.

• The LWVUS carries out lobbying and The LWVUS carries out lobbying and membership activities.membership activities.

• Dues and contributions to the LWVUS are Dues and contributions to the LWVUS are not tax deductible.not tax deductible.

Page 50: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

The LWVEF is a 501(c)(3) The LWVEF is a 501(c)(3) charitable organization. charitable organization.

• Its primary activities are educational:Its primary activities are educational:– providing election informationproviding election information– hosting public forumshosting public forums– conducting international exchange programs, etc.conducting international exchange programs, etc.

• Contributions to the LWVEF are tax Contributions to the LWVEF are tax deductible.deductible.

Page 51: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

How does the LWVEF grant How does the LWVEF grant service program operate?service program operate?

• Acts as custodian for charitable gifts raised Acts as custodian for charitable gifts raised by your Leagueby your League

• Disburses funds to your League upon Disburses funds to your League upon written request for educational programswritten request for educational programs

• Provides these services free of charge.Provides these services free of charge.

Page 52: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

The LWVEF Carries Out:The LWVEF Carries Out:

• Educational projects funded internallyEducational projects funded internally

• Grant-funded projects (often with pass-Grant-funded projects (often with pass-through grants for local/state Leagues)through grants for local/state Leagues)

The LWVEF sponsors state and local The LWVEF sponsors state and local League educational projects through its League educational projects through its “grant service” program.“grant service” program.

Page 53: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Examples of activities that the Examples of activities that the LWVEF grant service and state LWVEF grant service and state or local Ed Funds can sponsor:or local Ed Funds can sponsor:

• Educational forums and materialsEducational forums and materials

• Nonpartisan voter service activitiesNonpartisan voter service activities

• Satisfaction of up to 50% of your League’s Satisfaction of up to 50% of your League’s per member payment obligation through per member payment obligation through contributions in lieu of PMPcontributions in lieu of PMP

Page 54: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

What are the rules for using What are the rules for using Ed Fund monies?Ed Fund monies?

Page 55: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

We recommend that local We recommend that local Leagues participate in already Leagues participate in already

existing state or national existing state or national education funds, rather than education funds, rather than

forming their own.forming their own.

Page 56: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Can my League recruit members Can my League recruit members at an education fund event?at an education fund event?

• Your League may distribute membership Your League may distribute membership brochures, but the Ed Fund may not pay for brochures, but the Ed Fund may not pay for creating or printing themcreating or printing them. .

• Speakers can and should urge attendees to join.Speakers can and should urge attendees to join.

• Leagues may use the attendee list to solicit Leagues may use the attendee list to solicit members and contributions, but only if the members and contributions, but only if the League purchases the list from the Ed Fund at League purchases the list from the Ed Fund at fair value.fair value.

Page 57: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

How do these rules apply to How do these rules apply to voters guides?voters guides?

A voters guide that is published by or A voters guide that is published by or funded by an education fund may include funded by an education fund may include member recruitment information, but that member recruitment information, but that portion of the guide must be paid for by portion of the guide must be paid for by the state or local Leaguethe state or local League. .

Page 58: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Can we use education fund monies to Can we use education fund monies to publicize our voter service activities?publicize our voter service activities?

• YESYES. Leagues may use Ed Fund resources . Leagues may use Ed Fund resources to publicize all educational activities, to publicize all educational activities, including voter guides, candidate debates, including voter guides, candidate debates, issue forums, voter registration drives, etc. issue forums, voter registration drives, etc.

• Make sure the League name, logo and Make sure the League name, logo and contact information is prominent.contact information is prominent.

Page 59: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

League Policy: Ed Fund monies League Policy: Ed Fund monies may may notnot be used for “lobbying” be used for “lobbying”

as defined by the IRSas defined by the IRS

• Not all advocacy constitutes lobbying.Not all advocacy constitutes lobbying.

• Lobbying is ONE form of advocacy thatLobbying is ONE form of advocacy that– Refers to specific legislationRefers to specific legislation– Includes a “call to action” on that piece of Includes a “call to action” on that piece of

legislation.legislation.

Page 60: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Ed Fund monies Ed Fund monies maymay be used to be used to advocate or present only one advocate or present only one

side of a policy issueside of a policy issue

• To educate the public as long as the message To educate the public as long as the message does not include a call to action.does not include a call to action.

• To educate legislators as long as legislation To educate legislators as long as legislation has not been introducedhas not been introduced

Page 61: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

May education funds pay delegate May education funds pay delegate expenses for conventions/councils?expenses for conventions/councils?

• Ed Funds may Ed Funds may not not directlydirectly fund delegate expenses. fund delegate expenses.

• Ed Funds Ed Funds can provide grantscan provide grants to Leagues to fund to Leagues to fund participation in educational activities at participation in educational activities at Convention/Council.Convention/Council.

• Leagues receiving such grants may only reimburse Leagues receiving such grants may only reimburse this kind of delegate expense if delegates document this kind of delegate expense if delegates document their expenses and attendance at their expenses and attendance at educational sessionseducational sessions..

Page 62: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

May Ed Funds pay part of the cost May Ed Funds pay part of the cost of putting on a national or state of putting on a national or state

League convention/council?League convention/council?

• Ed Funds may pay for purely Ed Funds may pay for purely educational activities such as panels educational activities such as panels and other issue-oriented discussions.and other issue-oriented discussions.

• Ed Funds may not pay for League Ed Funds may not pay for League governance activities.governance activities.

Page 63: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

May our Ed Fund pay for part May our Ed Fund pay for part of the cost of our office space?of the cost of our office space?

• YesYes. Education funds may pay for their . Education funds may pay for their fair share of office space. fair share of office space.

• Leagues should document what % of their Leagues should document what % of their operations are educational.operations are educational.

• Prepare a cost-sharing agreement that Prepare a cost-sharing agreement that specifies how costs will be allocated specifies how costs will be allocated between the League and education fund.between the League and education fund.

Page 64: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

May our Ed Fund pay part of May our Ed Fund pay part of the cost of our Voter?the cost of our Voter?

• Yes. Ed Funds may underwrite purely Yes. Ed Funds may underwrite purely educational articles in Voters. educational articles in Voters.

• This arrangement should be documented in This arrangement should be documented in a written agreement.a written agreement.

Page 65: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

How can our League pay its PMP How can our League pay its PMP through the LWVEF?through the LWVEF?

• Establish an account with the State & Local Establish an account with the State & Local Grants Service of the LWVEF.Grants Service of the LWVEF.

• Raise tax deductible monies from members Raise tax deductible monies from members and community and deposit the checks in the and community and deposit the checks in the grant service account.grant service account.

• Authorize a transfer to the LWVEF operating Authorize a transfer to the LWVEF operating fund in lieu of PMP.fund in lieu of PMP.

Page 66: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Conclusion 1 Conclusion 1 File the e-PostcardFile the e-Postcard

• Get a tax ID number (FEIN) if your League doesn’t Get a tax ID number (FEIN) if your League doesn’t have one.have one.

• Call the IRS at least eight weeks before you file the Call the IRS at least eight weeks before you file the e-Postcard.e-Postcard.

• Do as much as possible online. It’s quick, easy and Do as much as possible online. It’s quick, easy and free.free.

• Don’t get frustrated — email your questions to Don’t get frustrated — email your questions to [email protected] or or [email protected]..

Page 67: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Conclusion 2 Conclusion 2 Pay attention to detailsPay attention to details

• Details of your League’s financesDetails of your League’s finances

• Details of the internal controls that Details of the internal controls that your League puts in placeyour League puts in place

• Details of the legal issues that affect Details of the legal issues that affect your League.your League.

Page 68: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Conclusion 3 Conclusion 3 Maximize the use of Ed FundsMaximize the use of Ed Funds

• Use education funds to cover appropriate Use education funds to cover appropriate portions of operating expensesportions of operating expenses

• Use education funds to help make your Use education funds to help make your League’s educational activities more visibleLeague’s educational activities more visible

• Remember to ask people to join/donate at Remember to ask people to join/donate at educational eventseducational events

Page 69: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.

Resources – lwv.orgResources – lwv.org

• League Basics – 5. Money MattersLeague Basics – 5. Money Matters

• President’s PacketPresident’s Packet

• Starting Point (Appendix II.B.4)Starting Point (Appendix II.B.4)

• State and Local League Grants ProgramState and Local League Grants Program

• Fiscal and Compliance Issues FAQFiscal and Compliance Issues FAQ

• Education Fund InformationEducation Fund Information

Page 70: Treasure for Treasurers Elaine Wiant LWVUS Secretary/Treasurer Susan Wilson LWVUS Budget Chair Greg Leatherwood LWVUS Director of Finance Convention 2010.