Transcript ASSISTING CHAPTERS

ASSISTING CHAPTERS
SUBSTITUE TREASURERS
APPLICATION
Basic Problem Definition
• Recruiting and maintaining Chapter Officers
continues to be a problem
• Some functions can be automated to reduce the
burden of the office but may require outside
support
• In some cases support services such as Banking
have tools that simplify officer functions
• Training and maintaining competency is lacking
• Recordkeeping, reporting and storage of records
may be reasons for recruiting problems
Chapter Treasurer’s Responsibilities
• The NARFE Chapter and Federation Officers
Manual has 10 bulleted requirements for a
Chapter Treasurer
• Some duties such as collection and dispersing
dues payments no longer apply.
• Disburses funds as directed by the president, executive committee or
bylaws, obtains IRS federal income tax exemption letter from the National Treasurer
(see page 11, Communications/Mailing Permit);
• *Forwards to National Headquarters (attn: Budget & Finance) all national dues paid
to the chapter and notifies National Headquarters of all chapter dues paid by members
in order to update member records; (Uses Forms F-16 and F-16R Transmittal Sheets to
send dues to National Headquarters. The instructions should be followed exactly.)
• If a chapter cashes a member’s dues renewal check, sends a check for the national dues
only to National Headquarters and indicates that the chapter has retained its dues.
• Receives chapter dues, which are reimbursed to the chapter by the following month
for the prior month’s chapter dues;
• Adds chapter dues certification on Form DW-2 for members requesting dues withholding;
• Deposits funds in a federally-insured financial institution and maintains an accurate,
current account of all monies collected and disbursed;
• Reports chapter finances at each regular meeting (may use Form F-38, page 35, in the
Attachments section; no copy is required at NARFE National Headquarters);
• Reconciles, at regular intervals, membership records and chapter dues received from
the National Treasurer with the chapter secretary and the membership chair or other
officer assigned membership duties;
• Uses requisition Form F-18 to request Form F-38 (Treasurer’s Monthly Report), page
38 in the Attachments section, from National Headquarters’ supply section;
• Disburses special/dedicated (S/D) funds such as the NARFE-PAC fund, Alzheimer’s
What do Chapter Treasurers Really
Do?
• Basically Treasurers do the underlined task above
plus
• They reconcile the funds received from National
NARFE and send funds to the Federation as
required by the Federation Bylaws – This require
time and effort
• Many Chapters maintain a checkbook as the
Chapter’s financial management system
• Others have ledger systems and computer
systems
Possible Solution for Chapter Treasurer
• Provide Chapters the option to use an automated
system based on the system the to track financial
activities for our Conventions
• Joe Irwin, Treasurer for Dulles Chapter 1241 in
Virginia has automated the Chapter’s financial
system and has provide valuable information and
we have included examples for our study
• The Texas Federation has provided guidance to
their Chapters along similar lines in “Going
Paperless” by Pantoja and Creswell and we will
draw from their experience as well
Chapter 1241 Case Study
• The Dulles Chapter is a very large chapter
when compared to North Carolina Chapters
600 to 700 members
• It is a very active chapter and often attends
National meetings on issues impacting NARFE
members
• They have regularly scheduled meetings
• Participate in Federation and National
Conventions
System Description for Chapter 1210
• Part 1: Internal accounting system
– Basically a ledger system for assigning income and
expenses to specific officers, projects or Federation
Treasurer(Budget Account Codes)
– It does not contain check numbers but Payment ID for
reconciling checks to bank statements
• Part 2: All funds are deposited by check or debit card
using wireless connectivity with the bank(NARFE
Premier Federal Credit Union) – no deposits at bank
• Part 3: Chapter Treasurer’s Reports are automated,
presented in paper copy at monthly meeting and
stored online.
Part 1:
• The Chapter funds and disbursements follow standard
accounting procedures
• Income Ledger records all income
• Expenditure Ledger records all expenditures
• Example provided below does not include Debit Card actions
• Note the Account Number and Nickname and Payment ID
Part 2: Banking
• The Chapter submits funds electronically and receives
funds electronically through direct deposit from
National NARFE
• Funds received at meetings are deposited by credit
card deposits using a hand-held card reader or by
scanning a check using the banks online app
• Below is an illustration of the expense ledger for the
Chapter
• The bank provides statements online in a secure
website location like most bank do today
• The bank statements are reconciled against the Income
and Expense Ledgers
Part 3: Treasurer’s Monthly Report
• Data from the Internal Automated System
(Part 1) collects data and places it in the
correct space on the Monthly Report Form
• Only special activities require a special note
on the report
• Once approved the report is stored
electronically
• Annual reports are prepared similarly as is
shown below
Excerpts from “Going Paperless” by
the Texas Federation
• Frances Pantoja and Dorothy Creswell developed
a document “Going Paperless” handbook for the
Texas Federation
• In this one document the authors cover both the
Online Activities Module (OAM) and the Online
Reports available from National NARFE
• The basic information provided has been
provided to our Federation officers in shot
standalone training modules except for that
dealing with Chapter Finances.
• Section 2. Online Reports
– describes login procedures
– Financial Reports provide access to only the
Chapter President and Treasurer
– Include reports A-220, W-101, M-130 and M-131C
– A-220 Chapter Dues Activity Report contains data
on payment made to Chapters by National
Minimal Chapter Financial System
• Maintain a ledger of funds received from National
and other sources and disbursed funds.
• Keep accurate records
• Make financial reports to the chapter and
National (F-38)
• Prepare an Annual Budget for planning purposes
• Submit Dues payments received from chapter
members to National
F-38 Financial Report-Excel Form
F-38 Budget Format
F-38 Submission Form 1
F-38 Fill-In Form
Issues with Income
• Chapter Income comes from these sources
– Chapter Dues transfers form National
– Recruitment and New Member Rebates
– Irregular Income
•
•
•
•
Interest on CD or Bank Deposits
Chapter projects support from National and Federation
Transfer from Federation for Convention Hosting
Raffles and Gifts
Chapter Dues Income Problem
• Issue: Many Federations require
Member Chapters to contribute a
“Per Capita” fee to support
Federation activities
• There are 14 listed Dues Categories
that range from Life Member to 1
year dues payment plans
• This illustration show the number in
each category for one Federation
Area
National Suggested Method
• Multi-Year Dues Recognition
• When you have members who pay multi-year
dues, it is wise to recognize their dues revenue
over multiple years rather than posting the
amount all in one year.
• To allow for members on the two- and three-year
rates, therefore, you should open up three years
of records simultaneously. As a result, if the
current year is “Year I,” you should have years II
and III open at the same time, as shown below.
Problem: Paying Per Capita Fee
• National pays the total amount at the time the
Chapter Dues are received
• Chapters which choose to use the suggested
system have two choices
– Distribute the over the life of the Payment (up to 3
years)
– Use a “Cash Accounting” system – Place the total
income into the Chapter Treasury
North Carolina Example
• YOUR TREASURER REPORT SHOULD SHOW:
• STARTING BALANCE FROM DECEMBER
– INCOME – DUES FROM NATIONAL; ALZHEIMERS
– FUNDS, ETC
– EXPENDITURES – LIST EACH MONTH THE CHECK
NUMBER; PAYABLE TO, FOR WHAT AND THE
AMOUNT PAID
– BALANCE FOR PERIOD ENDING
• YOU WILL ALSO NEED THE TO CLICK ON
“CHAPTER” TO GAIN YOUR MONTHLY REPORT
• WORKING WITH THE A-220 YOU WILL FIND A
COLUMN “DUES”. THIS COLUMN WILL LET
YOU KNOW IF THE DUES ARE A1 – ONE YEAR;
A2 – TWO YEAR, AND A3 – THREE YEAR.
• YOU WILL NEED TO FIND OUT HOW MANY
1YEAR MEMBERS ARE THAT PRINT OUT.
• THERE ARE SEVEN – 1 YEAR ; TWO NEW
MEMBERS; ONE – 2YEAR; AND ONE 3 YEAR
• YOU WILL POST THE TOTAL INCOME TO YOUR
TREASURER REPORT UNDER INCOME.
• YOU WILL POST ON YOUR WORK FORM A-220
• AS FOLLOWS: 7 (1YR) X 4.25= 29.75
•
1 (2YR) X 8.50= 8.50
•
1 (3YR) X 12.75= 12.75
• THIS WILL TOTAL $51.00 FOR YOUR PER
CAPITA FROM THE A-220.
• THE W-101 FORM HAS 3 PAYMENTS –
– ALL ONE YEAR MEMBERS WHO USE THE
MONTHLY DEDUCTION FROM THEIR MONTHLY
ANNUNITY.
– POST 3 (1YR) X 4.25 = 12.75
– THIS WILL BE ADDED TO THE A-220 AMOUNT TO
EQUAL 63.75 TO POST AS PER CAPITA ON YOUR
MONTHLY TREASURER REPORT.
• AT THE END OF DECEMBER, YOU WILL BE ABLE
TO FIGURE YOUR PER CAPITA TO PAY THE
FEDERATION
• THE PER CAPITA WILL BALANCE WITH YOUR
LAST TREASURER’S REPORT FOR DECEMBER
• EACH MONTH YOU WILL ADD TO YOUR
JANUARY PER CAPITA AND CONTINUE UNTIL
YEAR END.
– POST UNDER FIRST COLOMN, THEN POST THE PER
CAPITA IN A COLUMN; AND LAST COLUMN WILL
SHOW THE AMOUNT OF MONEY RECEIVED FOR
THE GENERAL FUND
_______________________________________
NAME - DUES REC’D - PER CAPITA- CH MONEY
– SUE DOE - 9.60 4.25 5.35
– EACH MONTH YOU WILL POST ONLY FROM THE A220 AND W-101 FORMS
• AT THE END OF DECEMBER, YOU WILL BE ABLE
TO FIGURE YOUR PER CAPITA TO PAY THE
FEDERATION
• THE PER CAPITA WILL BALANCE WITH YOUR
LAST TREASURER’S REPORT FOR DECEMBER
• EACH MONTH YOU WILL ADD TO YOUR
JANUARY PER CAPITA AND CONTINUE UNTIL
YEAR END.
Virginia Chapter 1241 Example –
Cash Basis System
• Using the same numbers as the North Carolina
Example: Per Capita at $4.25 based on Chapter
Membership as listed below
•
80 (1YR) X 4.25
= 340.00
• 10 (2YR) X 4.25
= 42.50
•
1 (3YR) X 4.25 =
4.25
• Or 91 members X 4.25 = 386.75
• To Federation $386.75 for the year
• The Chapter would be responsible for remaining
dues
North Carolina Convention
Registration System Example
• This system uses an
Access Database
system
• Three input Tables:
– Applications Income
– Other Income
– Expenses
Applications Income
• Would not be uses or
• Could be used to track A-220 and W-101 data
• Would be available for those who wish to use
it
Other Income
• Other income would become Income
Expenses
Reports