Instructions for End-of-year Financial Reports for Clubs without a Private Bank Account

What is Required? For all active clubs/groups without a private bank account, the following reports are required: 1)Statement of Financial Position 2)Annual Group Property-Inventory Report

Download or Print Report Forms The end-of-year financial reports are located on the Information for Clubs web page on uaex.edu at the following link:uaex.edu finance-administration/club-information.aspx

Excel Forms vs. Printable Version (PDF) There are two versions of the following forms on the Information for Clubs web page: Statement of Financial Position Annual Group Property-Inventory Report You can use the Excel forms which include formulas to calculate many of the totals for you. Or if you prefer to print out the forms and write in the information and totals, you can use the PDF version.

Financial Reporting Periods Active 4-H clubs and groups are to report from October 1 st through September 30 th each year. Active Master Gardeners clubs are to report from January 1 st through December 31 st each year.

Due Dates and Where to Send Clubs/groups are to complete, sign, and date the end-of-year financial reports within a reasonable amount of time after the end of the financial reporting period and send them to the staff chair at the county Extension office for review. Reports are due within 90 days of the end of the financial reporting period from the staff chair to the Associate Director for Finance and Administration. 4-H – Reports are due at the LRSO by December 31 st MG – Reports are due at the LRSO by March 31 st

Statement of Financial Position The Statement of Financial Position is a “snapshot” of the club’s/group’s financial position at a specific point in time, i.e., on the last day of the financial reporting period. 4-HSeptember 30th Master GardenersDecember 31st

Instructions for Statement of Financial Position Clubs/Groups without a Private Bank Account Assets: Cash and/or Checking Account: Write or type “no private bank account.” Other: List any individual inventory or equipment items or any other assets valued at $ or more. Enter the Total Assets. If you use the Excel form, the total will be automatically calculated. Do not include any items valued less than $ as an asset on this form.

Sample1: Statement of Financial Position (no private bank account)

Annual Group Property-Inventory Report The Annual Group Property-Inventory Report is to record all individual inventory or equipment items valued at $ or more and ANY AND ALL firearms regardless of value (to include guns, rifles, pistols, BB guns, air rifles, and bows). Active clubs or groups that do not have any equipment or inventory meeting the above criteria or any firearms are still required to submit a report. Do not submit a blank report. Write or type “no inventory” or “zero inventory” under the Item Description, sign and date the form (see next slide). The total inventory value of this report may be different from the inventory or equipment included as assets on the Statement of Financial Position since all firearms are required to be listed on the Annual Group Property- Inventory Report regardless of value.

Sample: Annual Group Property-Inventory Report (no inventory)

Instructions for Annual Group Property-Inventory Report List individual equipment or inventory items valued at $ or more and ANY AND ALL firearms to include guns, rifles, pistols, BB guns, air rifles, and bows (regardless of value – see next slide). Enter the Date Acquired. Enter the Item Description and include the serial number, if applicable. Enter the original Purchase or Acquired Price. Do not depreciate any values. Carry forward only the items valued at $ or more to the Statement of Financial Position as Assets: Inventory/Equipment. Enter the Storage Location. Enter any Notes. Enter the Total. If you use the Excel form, the Total will automatically calculate.

Sample: Annual Group Property-Inventory Report with firearms

Annual Group Property-Inventory Report (cont’d): Read the certification and be sure to include all items as indicated. Enter the club/group name. The form is to be signed and dated by the club/group treasurer and president.

Clubs/groups are to sign, date, and forward the required end-of- year financial reports to the staff chair at the county Extension office. The staff chair will review and, once approved, will sign the reports and send them to the LRSO at the following address: Associate Director for Finance and Administration U of A – Division of Agriculture Cooperative Extension Service 2301 South University Avenue Little Rock, AR 72204