1. MONEY MATTERS A WORKSHOP FOR CHAPTER REGENTS & TREASURERS
By Genie Bunge, State Treasurer
And Nancy Slagle, State Treasurer-Elect
OSSDAR STATE CONFERENCE
MAY 31, 2014

2. MONEY MATTERS TOPICS TO BE COVERED: New Chapter Treasurer Information
Financial Reports & Budgets
Dues: NSDAR and OSSDAR
Remittances: Magazine Advertising & Chapter Achievement Award
Remittance: President General’s Project
Remittances: Direct to NSDAR & other entities
ePostcard Form 990 Filing
Summary of Due Dates
Website links: info and forms available, eMembership
Records Retention Guidelines

3. Years: We have many! NSDAR Fiscal Year: Jan 1, 2014 – Dec 31, 2014
OSSDAR Fiscal Year: Feb 1, 2014 – Jan 31, 2015
Chapter Fiscal Year: Per Chapter Bylaws
Chapter “Meetings Year”: Usually Sept-May
CAA Reporting Year: Jan 1, 2014 – Dec 31, 2014
President General’s Term: 3 years;
State Regent’s & Officers Terms: 2 years;
Chapter Officers Terms: 2 years

4. You are now Chapter Treasurer. Congratulations!……..Help!
Regents & Treasurers HELP Sheet: Treasurer Information
Guide for Chapter & State Treasurers
Chapter Regent's Manual & Parliamentary Procedure Guide
Receive financial records and information from outgoing chapter treasurer.
Review books and budget with prior treasurer & new chapter regent if possible. Audit of books at your request.
Change signers for bank accounts.
State in Minutes which officers will be signers, their positions, and specific bank accounts. Banks will need Minutes and chapter EIN (TIN)
Give Treasurer’s Report at each meeting
Make deposits, pay bills, keep records, reconcile bank statements
Prepare annual budget; chapter Executive Board recommends approval by members; members approve budget.

5. Financial Reports
Profit & Loss Statement: Chapter income - Chapter expenses = Net Income (Loss ). Balance Sheet: Chapter assets (bank accounts, etc.) - Chapter liabilities (bills to be paid) = Chapter Equity (Net Worth) Note: Use P & L Statement format for budgeting See templates at Sample Financials-Excel Spreadsheets (TG-1010)

6. Who gets what?? When??
National Dues Invoice packet contains all forms and instructions (includes addressed envelope to Organizing Secretary General).
$37/member.
Chapter check payable to Treasurer General.
MUST BE POSTMARKED TO NSDAR NO LATER THAN NOV 30. Dues postmarked Dec 1 are late.
State dues due by Dec. 31st; late if not received by Jan 31st.
$16/member.
Chapter check payable to OSSDAR State Treasurer.
Include copy of National Dues Invoice

7. Magazine Advertising & CAA Remittances
“Daughters’ Newsletter” magazine advertising
Due by October 15 to State Treasurer
$50/chapter
Check payable to OSSDAR State Treasurer
Chapter Achievement Award (CAA)donation
Due by Dec 10 to State Treasurer
$75/chapter minimum for CAA points Item 3A – D
CAA Form 2014

8. President General’s Project Remittances
For President General’s 3 year term of office ( ).
ALL contributions based on your chapter count on 1/1/ This “official count” is on the NSDAR website in eMembership.
$6/member total for the 3 years.
Pay in $2/member/year installments or pay once during the 3 years ($6/member).
Chapter check payable to OSSDAR State Treasurer; sent to State Treasurer.
100% Certificates awarded the year 100% is attained.
Do not send $2 or $6 for new members added to your chapter. The count at 1/1/2014 applies no matter how many members you have gained or lost.

9. Contributions Direct to NSDAR
Checks payable to Treasurer General NSDAR.
Chapter and individual donations for “Friends of…” and “Special” national projects.
Complete Form DEV-1003 Donations and Contributions for Special Committees and Funds Form.
Mail to Office of Development, NSDAR, 1776 D Street NW, Washington, DC

10. Contributions to Other Organizations
Make check payable and send direct to these organizations. OSSDAR can not be a “pass through” entity.
NSDAR Schools (KDS, Tamassee, etc.)
Chemawa Indian School
Oregon VA (Portland, White City or other VA facility)
Honor Flights
Oregon C.A.R.
OSSDAR Jr. Membership

11. Annual IRS Filing
ALL chapters MUST file Form 990 ePostcard annually. Vital for retaining 501(c)(3) nonprofit status.
Each chapter has its own EIN (TIN) number.
Filing due date is the 15th day of the 5th month following your chapter’s fiscal/IRS year end.
Chapter fiscal year end & IRS year end for filing purposes are usually same.
Submit copy of ePostcard filing to State Treasurer.
Form 990-ePostcard Info Form 990 ePostcard Info and IRS ePostcard Filing website

12. SUMMARY OF DUE DATES October 15: Magazine Advertising (to State Treas)
November 30: NSDAR National Dues (to National)
December 10: CAA Donations (to State Treas)
December 31: OSSDAR State Dues (to State Treas)
Annually: IRS ePostcard (copy to State Treas)
Annually: Chapter financials (copy to State Treas)
Annually: Chapter Audit Report (copy to State Treas)
Annually OR Once/3 years: President General’s Project Donation (based on chapter count 1/1/2014)

13. FORMS OSSDAR – State Treasurer Remittance form State Remittances Form
NSDAR – National dues invoice & payment. Annual chapter dues invoice & control sheet are mailed to chapters. For other dues remittances to NSDAR, use Chapter Dues & Fees Control Sheet OSG-1003
Sample financial statements/templates Sample Financial Worksheets
Form 990-ePostcard Info Form 990 ePostcard Info and IRS ePostcard Filing website

14. Links to Websites
Remember to save these to your “Favorites” or “Bookmarks”.
NSDAR Members’ Only: State & Chapter Finances is on left-side menu.
OSSDAR Members’ Only: Treasurer Info is on right-side menu.

15. Record Retention Guidelines
The following records should be retained for three years:
Bank statements and bank reconciliations
Cancelled checks for routine purchases/expenses
Expired insurance policies
Miscellaneous internal reports
The following records should be retained for seven years:
Invoices
Expense records
Expired contracts
Revenue records (dues, sales, etc.)
Ledgers used to prepare financial statements

16. Record Retention Guidelines
The following records should be retained permanently:
Tax returns
Annual financial statements
Insurance records
Property records
Important legal correspondence
Minute books, including Secretary’s Minutes which include annual Treasurer’s Report
Audit reports
Depreciation records
Cancelled checks for important payments, such as property purchases