BOOSTER CLUB TRAINING Department of Athletics Temple Independent School District
Booster Club Website www.wildcatstrong.com Hover over Wildcat HQ Select Booster Clubs
Board Policy GE Local The Board is responsible for the oversight of the District including parent or booster organizations that use the school name or claim any connection with the school. The Board shall approve and recognize only those organizations that meet established guidelines and, in the opinion of the Board, operate for the benefit of the school and its students
Board Policy Required Data Purpose and operational guidelines Constitution, Bylaws, goals, etc Constitution and guidelines for operation List of officers Financial goals Audit of all funds upon request
Board Policy (cont) Specific Guidelines Superintendent or principal has veto power over any action of the club No authority to direct any school employee in any of his or her duties No authority to guide, direct, or establish guidelines for any school activity All individuals should be eligible for membership Election of officers should be on a systemic basis If Club disbands, ceases to operate all funds and property become the property of the Temple ISD
Board Policy (cont) Specific Guidelines (cont) Clubs must abide by UIL Booster Club Guidelines www.uil.utexas.edu www.wildcatstrong.com Club may be disbanded by the administration or Board if it does not adhere to the established policies and regulations
Meetings All actions of the booster club should be recorded in the meeting minutes Meetings should take place on District premises Campus administrators must be invited to meetings 72 hours notice and posting
Internal Controls (Bank Accounts) Controls over bank accounts Establish bank account & require two signatures Recommend at least three signers on bank signature card Review of bank statement and it s contents by independent party (nontreasurer, non-signer) ***required for fidelity bond***
Internal Controls (Bank Accounts) Controls over bank accounts Review of bank statements (cont.) Review front and back of check for propriety Ensure # of cancelled checks match number printed on bank statement Compare disbursements to budget & proper approval as documented in the minutes Evaluate deposits for completeness
Internal Controls (Bank Accounts) Controls over bank accounts (cont) Bank reconciliations completed within 30 days Review and sign-off of bank reconciliation by independent party
Internal Controls (Cash) Controls over cash & receipts Deposits made daily for $250 or more Receipts supported by documentation Cash Receipt Ticket sales record Tabulation of monies Cash verified under dual control At conclusion of fundraiser & when changing hands
Internal Controls (Cash) Cash safeguarded at all times Cash should NOT be maintained at member s home Deposit funds day of events utilize night drop
Internal Controls (Disbursements) Controls over disbursements Complete fundraiser application Checks supported by documentation Invoice Receipt Signed and authorized by President or Vice President Checks should require a second signature
Internal Controls (Disbursements) Controls over disbursements (cont.) Blank checks should not be issued require reimbursement Checks should not be made out to cash make out to individual so there is accountability
Internal Controls (Budget/Oversight) Budgetary and oversight control Approval of budget Regular written financial reports to membership regularly At a minimum Bank account balance Receipt & disbursement activity since last meeting Comparison of budget vs actual
Internal Controls (Budget/Oversight) Budgetary and oversight controls Complete a financial recap at end of fundraiser Audit by independent individuals ***required for fidelity bond***
Financial Controls Checklist Posted to Booster Club website Helps to evaluate what controls you have in place and what needs to improve
Insurance Coverage May or may not need depending on size of organization and funding availability Liability insurance General liability protects booster club and members Officer s liability protects officers for decisions made
Insurance Coverage (cont) Liability Insurance Business personal property protects computers, fundraising merchandise, etc Fidelity (bond) coverage protects funds from fraud, embezzlement, robbery, and theft Must have certain financial controls in place to qualify for fidelity coverage
Fundraising No longer allowed violates IRS provisions: Individual accounts Required participation in fundraising Required sales quotas
Fundraising Booster clubs may have (school clubs may not): Raffles must be a 501(C) (3) organization Bingo must be a 501(C) (3) Specific rules apply to both
Scholarships Checks written to university (not student, after receipt/invoice provided prefer funnel through campus for better tracking Consult principal and/or counselor for help Scholarships should be small portion of budget
Benefits of Becoming a 501(c)(3) Tax Benefits Revenues raised by organization are generally not taxable Contributions to 501(c)(3) are tax deductible by the contributor Can qualify for sales tax exemption through State of Texas Ability to hold raffles and conduct bingo
Benefits of Becoming a 501(c)(3) Legal Benefits Potential for reduced individual liability from incorporation (should obtain legal advice regarding legal liability and insurance protection)
Obtaining 501(c)(3) Part 1 File certificate of formation as a nonprofit association with Texas Secretary of State Obtain employer identification # via Application for Employer Identification Number, Form SS-4 Done online IRS Complete Application for Recognition of Exemption Under 501(c)(3) of Internal Revenue Code, Form 1023 or Form 1023-EZ for annual gross receipts < $50,000
Obtaining 501(c)(3) Part 2 Include user fee of $400 or $850 (depending on whether average annual revenues are less than or greater than $10,000) Form 1023 not required if gross receipts <$5,000 per yr. (may still be recommended) Upon approval, receive Determination Letter stating effective date of tax-exempt status (cannot represent as tax-exempt until then)
Obtaining 501(c)(3) Part 3 IRS Publication 557, Tax Exempt Status for Your Organization, covers the rules and procedures for organizations that seek recognition of exemption from federal income tax
IRS Form 990 (part 1) Due 5 ½ months after year end (June 15 th if using calendar year) Schedule A required to be included with 990 filing Can file Form 990-EZ instead if gross receipts are below the following threshold amount: $200,000 for years beginning after 2009 Can file Form 990-N instead if gross receipts are below $50,000
IRS Form 990 (part 2) For years beginning after January 1, 2008, Form 990 overhauled, eligibility for 990-EZ expanded. Unrelated business income tax may be liable (income from trade/business that is regularly carried on and not substantially related to charitable purpose for which established) gross income of $1000 or >. Example 1: advertising income more than $1000 is taxable vs sponsorship income
IRS Form 990 (part 3) IRS Publication 598 Tax on Unrelated Business Income of the Exempt Organization Public disclosure what is required: Application for Tax Exemption, Form 1023; Determination Letter; Annual Form 990 (last three years) www.guidestar.org
Tax Exempt Status Do s & Don ts Activities must benefit the group as a whole instead of benefiting individual members of a group Cannot use individual accounts to benefit only certain individuals with revenues raised Cannot require a person to participate in fundraising. Can have certain criteria met for member to receive benefit attendance at meetings, events, etc. but not fundraising Benefits reduction must not affect student only parent member not voting rights, no eligibility for officer elections Cannot require that a certain amount be raised or sold per person
Other Compliance (part 1) Other IRS Issues 1099 reporting all payments for services of $600 or greater made to an individual or unincorporated business reported on 1099 on or before Jan. 31 st of following year Should have IRS form W-9 completed by provider at the time of service to obtain information needed
Other Compliance (part 2) Texas issues Exemption from sales tax and franchise tax State Comptroller s office Done separately and in addition to IRS taxexemption Must be 501(c)(3) to qualify Texas Application for Exemption
Other Compliance (part 3) Purchases by Club Sales tax permit sales tax exemption applies to purchase, lease or rent of taxable items that are necessary to organization s exempt functions, but not sales Provide exemption certificate at time of purchase Cannot use tax-free items for personal benefit Items which become the personal property of individuals are not exempt from tax Sales by Club Must obtain sales tax permit to collect and remit sales tax on taxable sales Two tax free sales per year qualifying organizations only (501(c)(3)) If resale of items, provide re-sale tax exemption form to vendor at time of purchase
Club s Permanent Records IRS Determination Letter IRS Application for Exemption Annual Form 990 s Employer Identification Number (EIN), Form SS-4 Exemption letter from State Comptroller