Transcript Title IX and Intercollegiate Athletics

Collegiate Section
Leadership Meeting
WE12 – November 9, 2012
Agenda
•
Roll Call
• Finance Committee Update
•
Surprise Activity
•
Best Practice Sharing
•
Region H Conference!
2
Roll Call
•
•
•
•
•
H050
Bradley University
H051
University of Detroit Mercy
H052
University of Evansville
H053
Kettering University (A)
H054
University of Illinois
Urbana/Champaign
•
•
H055
University of Illinois Chicago
H056
Illinois Institute of
Technology
•
•
•
H066
University of Minnesota
H067
University of North Dakota
H068
North Dakota State
University
•
•
•
•
•
•
H069
Northwestern University
H070
University of Notre Dame
H071
Oakland University
H072
Purdue University
H073
Platteville
•
•
•
•
H083
Valparaiso University
H084
St. Cloud State University
H085
Northern Illinois University
H086
Purdue University Fort
Wayne
•
H087
Minnesota State University Mankato
Purdue University Calumet
•
H088
H074
Purdue University
Indianapolis
South Dakota State
University
•
H089
Rose-Hulman Institute of
Technology
•
H090
Lake Superior State
University
•
•
•
H091
University of St. Thomas
H092
Indiana Tech
H093
Grand Valley State
University
•
•
•
H057
University of Iowa
H058
Iowa State University
H059
Lawrence Technological
University
•
H075
South Dakota School of
Mines & Technology
•
•
•
H060
Marquette University
H076
Southern Illinois University
H061
University of Michigan
H077
Trine-State University
H062
University of
Michigan/Dearborn
•
•
•
•
•
H078
Wayne State University
H079
Western Michigan University
H080
University of Wisconsin
Madison
•
H095
Kettering University - B
Section
•
H081
University of Wisconsin
Milwaukee
•
H096
Wisconsin, Stout, University
of
•
H082
University of Wisconsin
•
H099
Minnesota-Duluth
•
•
•
H063
Michigan State University
H064
Michigan Technological
University
H065
Milwaukee School of
Engineering
3
Finance Committee Update
Collegiate Treasurer Updates
WE12 – November 9, 2012
Agenda
•
Responsibilities of the Treasurer
•
Records to be Provided to New Treasurer
• Recommended / Required Policy & Reports
•
Annual IRS Reporting Details
•
Instructions for Annual Report
• Financial Best Practices / Safeguarding
•
Training Resources & References
•
Questions / Contact Information
5
Financial Responsibilities of the Treasurer
The Treasurer is part of the Executive Committee
and works with the team to ensure the financial
assets are tracked and protected, including:
• Collect, safely keep, and distribute funds
• Sign checks (along with designated others)
• Keep an exact accounting of all receipts and expenditures
• Prepare and submit the annual financial report to the
•
•
•
•
Society
Present a financial report at each meeting of the executive
council, and answer inquiries on financial matters
Assist in preparing the annual budget
File annual e-Postcard or 990 tax forms
Assume other financial duties as assigned by the section
president or executive council, as applicable
6
Records to be Provided to New Treasurer
When transitioning roles, the following should be
available for hand-over:
• Copies of previous 2 annual financial reports filed with the
•
•
•
•
•
•
•
Society
Section/MAL/region EIN
Financial institution(s) name, local branch, address,
account numbers and on-line access information (new
treasurer should change the password)
All financial records from the previous year, including ePostcard log-in (if applicable)
List of currently authorized check signers
Copy of budget (if approved in the prior fiscal year)
Check books and registers
Tax exempt paperwork, if applicable
7
Required/Recommended Policies & Reports
 Recommended Policies
• Financial Policy – how assets are handled
• Investment Policy – types of investments permitted
• Program Plan – multi-year strategy for long term
programs
• Examples of these and others are available in the
Finance Manual
 Annual IRS Reporting
• e-Postcard
• IRS Form 990 or IRS Form 990-EZ
 Annual Financial Report – Due July 30th
8
Annual IRS Reporting Details
 SWE Exempt per 501(c)(3) of Federal Tax Code
 Collegiate Sections Using SWE Exemption:
 File
tax returns under the SWE group tax exemption
 Collegiate Sections Using College/University
Umbrella:
 Income
Included in College/University Tax Reporting
 Levels of Reporting
 E-Postcard
(Form 990-N); Income <$50K – Deadline Nov. 15th
 IRS
Form 990 or IRS Form 990-EZ; Income >$50K
 See
Finance Procedure for detailed instructions
9
Annual Financial Report Instructions
1. Whoever is completing the annual financial report must first be listed as a
leader of that region/section/MAL.
2. Login to http://leadership.swe.org/logon.aspx for access to the Leadership
Portal site.
3. Select either the Section or Region Financial Report; MAL would select Region
4. Select the appropriate section/region/MAL from the drop down menus and then
select “Load Previous”
5. Complete the form with the financial data for the year-end of the previous
fiscal year
6. Save the information and verify by signing with e-mail address (treasurer)
7. A second individual, i.e. president, will then review and confirm the information
is correct by signing off with their e-mail address
8. When both individuals have signed off on the form, it is submitted to HQ.
10
Financial Best Practices / Safeguarding
Yearly Financial Assessment is recommended,
intended to:
• Safeguard the assets of the organization.
• Ensure the accuracy, reliability, timeliness, and integrity
of the accounting and operational data.
• Promote operational efficiency.
• Ensure compliance with managerial policies, laws,
regulations, and sound business practices.
• Make recommendations to improve accounting systems.
Instructions and forms are available on SWE Money
11
Training Resources and References
Training Information
• Finance Manual – SWE Governance Documents


Membership-Governance Docs-Procedures-B1310a Finance Manual
Includes e-postcard instructions
• Region Conferences – Finance 101
• Collegiate Leadership Coaching Committee (CLCC) Finance
Modules
SWE Money Community has information about:
• E-postcard
• Annual Financial Report
• Other Financial questions
Finance Committee Members are available as mentors
12
Questions
Penny Wirsing
Treasurer
[email protected]
LeeAnn Escobar
Finance Committee Chair
[email protected]
Cindy Hoover
Finance Committee Chair Elect
[email protected]
For resources go to the SWE Money Community.
13
Best Practice Sharing
Recruitment
•
How do you work with high school students to
encourage them to join SWE when they come to
college?
• How do you recruit freshmen into SWE?
•
How do you recruit upperclassmen into SWE?
15
Retention
•
How do you keep members excited about SWE?
•
What leadership opportunities do you provide for
upperclassmen?
•
What events do you hold dedicated to
upperclassmen?
16
Outreach
•
What is your section’s best outreach event?
•
Does your section work with Girl Scouts?
•
What Outreach ideas do you have for future
events?
17
Fundraising
•
How does your section raise money for events?
• What events does your section have the most
difficulty raising money for?
18
Working with Professional Sections
•
What type of events does your section hold with
the local professional section?
•
What type of relationship does your section have
with their counselor?
19
Region H Conference!
•
When: February 8-10
• Where University of Minnesota
•
Goal: 100% Section Attendance
• Do you need financial help to attend?
• Do you want to know about the benefits of a regional
conference?
20