Treasurer Instructions for the WNPS Chapter End of Year Finance Report

Transcription

1 Treasurer Instructions for the WNPS Chapter End of Year Finance Report As Chapter budgets and operations have grown, so has the need to ensure accurate accounting and reporting to support the Society s completion of the annual Federal Report, IRS 990 and satisfy the needs of the annual WNPS audit. Included in this reporting comes the need to disclose specific types of funds that may reside in the Chapter accounts. For these reasons, WNPS has revised the report form to improve clarity between the chapters and the state office when combining all WNPS finance into a Society view. Please review the Chapter Annual Finance Report form and find complete instructions for completing each section in the table below. Along with the completed form, you will need to provide: 1. Copies of all bank statements (checking, savings and other accounts) that include activity through 12/31/2018. These can be submitted as pdfs or photo copies. Year end bank statement only - will ask for more if needed CPS needs to submit all statements as per the WNPS Auditor. 2. A year-end inventory report, if you chapter has inventory for sale (books, t-shirts, posters, misc.) 3. A photo copy of your Reconciled ledger (excel file, QB snapshot, or photo copy of account ledgers, showing transactions for 2017) General Ledger -? For chapters that have received government or private Grants, please provide: 1. Provide a copy of the grant award letter showing the donor or grantor s wishes on the expenditure of the funds. 2. If you have a multi-year grant, please let us know what remains unspent at the year end. 3. We also need grants receivable information for each grant that you have. (for example: If you performed work on a grant in November and December of 2016 but did not bill until this year we need the grants receivable amount at year end. Please review the form and the line item descriptions below. If an item is not applicable to your chapter this year, please just enter a -0- in the first line of the applicable section of the form and move forward to the next item. Beginning Balances This includes Account # s for each account to match Statements attached. These reflect the January 1 balance, and match the 2016 Annual report, ending balance. Line 1-4 Line 5 Record Line 5 or E on page 5

2 INCOME 1. General Contributions: Total donations to the chapter, that do not have any direct expectation for how the funding is used. 2. Restricted donations: These donations have directives on what the money is intended to support. Please list each donation separately and indicate if the monies have been spent prior to the end of the 2018, and if not please indicate the month/year by which the restricted funds are expected to be spent by entering the term. Line 6 Line 7 Line 8 and Line 9 3. Grants from Other Organizations: These would be from outside of WNPS and would have defined timelines for using the funds. Please itemize each grant separately and attach any award letters as defined above. 4. Grants received from WNPS: These are grants awarded from the WNPS state office for specific projects or funding. Please list the term, the total award and the amount earned for Contributions from other WNPS Chapters Did you receive scholarship monies from another chapter? Line 10 Line 11 Line 12 Line 13 Line 14 Line 15 Line 16 Line Income from Sales: This item is intended to capture all the sales category totals you may have in your chapter. For example, Plant Sales, or book sales, or WNPS Calendars (report Gross Income). If you have inventory carried over from sales in Line , this should be captured in your Yearend Inventory report and attached. 7. Interest Income is from your bank statements. Enter totals for checking and savings Line 19 and combined total 8. Other Income: This is the catch-all for other items that don t fit in the categories above, because these may vary, this is reported as category totals on each line. Report Gross income, not net of expenses Line 20 Line 21 Line 22 Line 23 Line WNPS Chapter Rebate: the chapter annual rebate check from WNPS Line Study Weekend: This is for the Host chapter only, so most will have a -0-; Please also attach the previously submitted Study Weekend finance report. Line 26 TOTAL INCOME: Add line 6 through Line 26 and enter this total HERE, and also on page 5 as (F). Line 27 EXPENSE 1. Personal Services: Please itemize expense your chapter has made for Honoria, speaker or program fees, workshop leaders, or paid directly to a person. IF a personal service agreement has exceeded $600, please request a W9, and submit to the WNPS office immediately or by January 5 th. Itemize the purpose, the name and the amount paid. Total Personal services. Line Capital Goods Purchased: The threshold for capital purchasing in WNPS is $ Please advise of purchases made equal to or greater than this amount and indicate Line 29 the expected useable lifetime of the item(s). Itemize and total Capital purchases. 3. General Supplies: This is office supplies and other items purchased for regular chapter operations. Cups and snacks, etc. Enter total amount. Line Supplies for Resale: Part of the products being re sold. This includes items purchased to support sale items, like soil, pots, plants, plant sticks, bags, envelopes, etc. Do not report WNPS calendar expense here. Does not include generic supplies. Line 31

3 5. Postage & Shipping: Total and report all incurred postage and shipping cost. Line Printing & Publications: the cost of all copies and printing orders, total and report all incurred printing and publication costs. Line Meeting Room Rental: Some facilities may require a W9. It is preferred that all facilities are reported out. If you have paid a facility more than $600, please send a W9 to the facility, and provide contact information to the office by January 5 th. Total Meeting room expense. Line Other Meeting expenses: reflect item or category and report total for this item. Line Other Expenses: A catch-all category for expenses not otherwise reported, please itemize and total by category and report item total. Line Bank Charges, Fees, Misc. please report all charges reflected on bank statements including any credit card fees charged by a card processing company. Report Total Line WNPS Calendar Sales Expense report amount paid to the WNPS office to cover the cost of the calendar, as invoiced. Line WNPS Study Weekend Expenses for the HOST chapter only; most will enter -0-. Please include the cost of all receipts, as well as the amount submitted to the state office. This is to assist in balancing the chapter accounts. Enter total expenses. Attach the Study Weekend Finance report. Line Restricted Donations & Grant Expenditures. Please itemize these expenses by category or item. It is important that all expenditures of these funds apply to the designation of the funding. Report all expenses from the grant funds in this section. If a chapter does not have a restricted donation or grant fund, as disclosed in the INCOME section, these would be reported as Grants to others outside of WNPS: Please itemize all chapter grants, award amounts and expected term of completion, as well as totals paid out in List each grant separately. If a chapter does not award grants or this would be a -0- item. 15. Grants to others within WNPS: This includes any grants to other chapters or individuals for scholarships to attend WNPS programs or other. If you contributed to the WNPS Plant List project, this expense would be listed here. Purpose: Scholarships list program or chapter with clarity - Denise Check in advance 16. Reimbursement to the State office for Expenses: this includes NPAW posters, or membership card purchases, as well as invoices received to reimburse WNPS for chapter expenses. Please itemize by Category. If there have not been any chapter reimbursements, this would be -0-. This does not include WNPS Calendar invoices. 17. Prepaid expenses for Please enter any pre-paid 2018 expenses. The most common example is pre-payment for facility reservations for the coming year, or other prepaid services TOTAL Expenses: If you are using the excel format, you can total Line 28 to Line 64 in column (G) and get the sum of total expenses. OR otherwise total these lines. Page 5 Report this total to Page 5 as (G) The Final Balances this section is used to define the ending balance for 12/31/17 that matches bank statements, or account for funds after the year end. Line 40 Line 41 Line 42 Line 43 Line 44 Line 45 Line 46 Line 47 Line 48 Line 49. Line 50 Line 51 Line 52 Line 53 Thru Line 59 Line 60 Thru Line 64 Line 65

4 Bring forward (E) Line 5; (F) Line 25 and (G) Line 65 as directed. 19. Cash Taken out of Bank Accounts for Events and then Re-Deposited. Tracking this cash withdrawal and redeposit (for change) should total to -0-, however difference can be reported here. Line Reconciled checking account balance 12/31/2018 (H) Line Reconciled savings account balance 12/31/2018- (I) Line Total Bank Balance add balances from all accounts 12/31/2018 (J) Line Difference This line must be completed! (MUST Zero, or balance with the items listed below. FORMULA = (J) (E+F G) Line 70 YEAR-END Additional Details for Accrual Accounting 1. Checks written for 2018 but have not cleared the bank prior to 12/31/2018 Itemize each check, expense and date. Total Amount. 2. Income payments for 2018 deposited after year end, 12/31/2018. This could be items dated in 2018 but not deposited until Total Amount. FOR ANY CATEGORY WITHOUT ENOUGH LINES, PLEASE ATTACH An ADDITIONAL PAGE -Defined by Item # Finally, a couple of reminders for the upcoming year and years to come. Bank Accounts Due to a number of transitions in Chair and Treasurer positions, and in some chapters bank accounts, WNPS would like to update bank records registered on our EIN number, including list of signatory authority. Please complete the new final page, with updated information for all chapter accounts, including bank, branch location, chapter address, routing number, account number and current signers. If you have a credit card processing account, please include this information. Also, please note if you Banking Institution requests a W9 to send WNPS a This should come through the WNPS office, for record management. Hiring people to do work: If you hire an independent contractor, someone under a professional services contract or just pay someone to do work for you, we may need to issue that person a 1099 form and provide a copy to the IRS if the amount total is $600 or more for any single individual, LLC, or partnership. The first step in this process is to ensure we have a W-9 form already on file for anyone providing such services. You will find the W-9 form attached. Please forward to your personal service providers or Facilities where you have held reservations, and request they are completed and submit these to WNPS by January 10 th. Contact the office ASAP with any questions. Grants and Contracts: Things to remember from the WNPS Bylaws: Applications for external funding under the auspices of the Washington Native Plant Society must first be approved by the Board of Directors. The president of WNPS shall have general supervision of the affairs of the Society, and shall sign or countersign all certificates, contracts, and other instruments of the society as authorized by the Board of Directors The Board of Directors may authorize any officer or officers, agent or agents of the Corporation, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Corporation, and such authority may be general or confined to specific instances. Restricted Donations: It is wonderful when WNPS receives special contributions that are designated for a specific project or activity that helps fulfill the mission of WNPS. But these gifts do bring special and

5 specific reporting requirements to ensure the wishes of the donors are fulfilled. And before accepting such a gift a Chapter should familiarize themselves with the WNPS policy on gift acceptance located at Revenue from Sales: For chapters that acquire local Business Licenses in order to host sale events, please advise if you are asked to complete an Excise tax report at the year end. Please work with the WNPS office to complete this process, to ensure consistency in exemption reporting. Please help your chapter know these guidelines. Their intent is to keep WNPS legal and to ensure that we are reporting accurately on all the documents we must file with the IRS, with the Secretary of State, the State Department of Revenue and other local government requirements. These are all done by the WNPS state office for the organization as a whole. Please return all five (5) pages of this report, with the requested attachments, by February 15, Mail to: Washington Native Plant Society 6310 NE 74th St., Ste. 215 E Seattle, WA Electronic Return can be submitted to: wnps@wnps.org Please send scanned.pdf files of requested attachments. Rename the Chapter Annual Finance report to include the name of your chapter and 2017 year. Thank you for all your work on behalf of the Washington Native Plant Society.