Treasurer Updated 12/14 WF

Set Up Accounting Process Prepare to receive revenue from member dues, donations, plant sale, book sale, sponsorships, and event registrations. Income can come as (1) checks in the mail (with and without paperwork); (2) as disbursements on the 15th of the month from Network for Good, our online payment processor; or (3) cash and checks from plant sales and book sales. Set up Chart of Accounts with categories of income and expense that enable program evaluation and assessment of process efficiency. Provide descriptions of the categories so it is clear which expenses are to be logged in each. Establish working relationship with INPAWS’ bank of choice. ///which bank are we using?? Establish working relationship with INPAWS’ Membership team leader and Administrative Support person (who will deliver checks and bills from PO box); much info needs to be shared. Collect IRS form W9 from independent contractors who will need 1099s for Miscellaneous Income. Arrange for payment of independent contractors, whether automatic monthly stipend or as work is completed.

Routine Monthly Tasks Deposit checks. Pay bills. Track and record expenses, revenue, and donations. Review account statement, balance checkbook. Review EFT report from Network for Good (supplied by Admin Support); check totals for memberships, donations, registrations, EFT posting fees, and gross amounts. Monitor bulk mail account to be sure it is sufficient to cover any mailings to membership.

January Request past year’s financial reports from chapters, as per INPAWS bylaws. //These should include… Upon receipt of reports, send end-of-4th-quarter chapter payments to chapters. $5 per new/renewing member. Send IRS 1099 MISC forms to individuals who received payments of $600 or more. (Or, ask tax preparer to send them. W9 forms provide social security numbers and addresses; you will provide amounts.) Prepare year-end financial report for February INPAWS Council meeting.

February Present year-end financial report to INPAWS Council. Draft current year’s budget and request Council input. March All non-profits with $25,000 or more in gross receipts must file a Form 990 tax return (due May 15). Prepare financial data for INPAWS tax return and give to tax preparer. In 2010-2013, taxes were completed by: Lucy Riegel, CPA 4631 Boulevard Place Indianapolis, IN 46208 (317) 923-8021

April Order credit card equipment for May plant sale. See below. Send end-of-1st-quarter chapter payments to chapters. $5 per new/renewing member. Prepare report for May board meeting.

May—Plant Sale Get cash for plant sale from credit union: 2 rolls of quarters, 200 in $1’s, 50 $5’s, and 10 $10s (total withdrawal is $570). Deposit money from plant sale. Prepare plant sale income/expense report. Return credit card equipment.

May—Taxes Tax return is due May 15th.

July Request past six month’s financial reports from chapters. This is required per INPAWS’ bylaws. Send end-of-2nd-quarter chapter payments to chapters. $5 per new/renewing member. Prepare report for August INPAWS Council meeting.

October Send end-of-3rd-quarter chapter payments to chapters. $5 per new/renewing member. Order credit card equipment for Annual Conference. Prepare report for November INPAWS Council meeting.

November—Annual Conference Provide cash for book sale and day-of registrations. $200 for book sale and $100 for registration. Pay conference bills. Deposit money from conference registrations and book sales. Return credit card equipment.

December Prepare conference income/expenses report for INPAWS Council. Wrap up for the year with reports. //itemize those needed

Important Information

Postage Due Account Postage due account is at Castleton P.O. Account number: 96207000. Contact for postage due account is Anita Dupee-Clark in Mailing Requirements, Room 327, 125 W. South Street, Indianapolis, IN 46206, 317- 464-6195. The purpose of this account is to cover mail that arrives at the post office with postage due, usually returned mail.

Bulk Mail Account Must have 250 pieces or more to use bulk mail permit, otherwise first class stamp. Non-profit bulk permit no. 229 is downtown. Contact is Roger Altman, 125 W. South Street, Indianapolis, IN 46206. Our nonprofit authorization number is 575569. Phone is 317-464-6852. Monitor account at least quarterly to ensure it is sufficient to cover any mailings. To deposit money into USPS account for bulk mailing, send a check made out to USPS to: Mailing Requirements United States Post Office 125 West South Street, Room 327 Indianapolis, IN 46206-9600 Indicate with a cover letter that this is for non-profit permit number 229.

Officers’ Expense Reimbursement Persons should submit receipts (PDFs acceptable) along with requests for reimbursement. Treasurer’s expenses should be paid by the INPAWS’ President and vice versa. Officers should not write checks to reimburse their own expenses. //Two signatures are required on expense checks? INPAWS Address P.O. Box 501528 Indianapolis, IN 46250 INPAWS tax ID 35-2047564

Chapter Officers and Addresses Refer to the latest Membership Directory for chapter officers and addresses.

Credit Card Processing Vendor: Contact Approval Payments Solutions, Inc. 888-311-7248 We are charged a minimum monthly fee for the account. The equipment must be ordered a few weeks prior to each event, programmed prior to the event and batched out after the event. The equipment should only be returned AFTER credit card deposits have been received into the bank account. The account charge is $17.50 per month, automatically deducted from the checking account. The rental and shipping fees are automatically deducted from the account and run about $75 per event. Our equipment is “store and forward.”

Banking //name of bank, officer with whom there is a relationship