SIXTH DISTRICT Omega Psi Phi Fraternity, Inc. NORTH CAROLINA/SOUTH CAROLINA. Financial Procedures

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1 SIXTH DISTRICT Omega Psi Phi Fraternity, Inc. NORTH CAROLINA/SOUTH CAROLINA Financial Procedures Submitted by: District Keeper of Finance March 2016 Approved at 71 st Annual Meeting

2 Financial Procedures I. Transaction Flow 1. The District Keeper of Records and Seal (DKRS) (or Assistant DKRS) will record in the receipt book all funds (e.g., events, dues, online payments) received and with the following detail information (and any other as required to provide accurate tracking and accounting): a. From whom received (and provide a receipt to the person or entity) b. Date of the receipt c. Purpose of the receipt (dues, committee, donations etc.) d. Will sign the receipt e. Will itemize the receipts (i.e., category and category totals) f. All mail containing funds will be time-stamped with date of receipt by the KRS. 2. The DKRS will provide a signed and dated completed transmittal form (2 exact copies) to the District Keeper of Finances (DKF/ADKF) for depositing into the District bank account (s) and for recording. The DKRS has 120 hours (5 days) to transfer funds to the DKFs from date of receipt. NOTE: For cases when funds are received at an event different than regular meetings, the DKRS and DKFs shall arrange to tally funds in a secure location/area. 3. Once the DKFs count the funds and verify the transmittal form, he will then countersign and date the transmittal form. The DKFs will then issue the DKRS a duplicate copy of the endorsed transmittal. 4. The DKFs shall deposit, after receipt, within 48 hours (2 days) the funds from the DKRS into the proper bank accounts. 5. The DKRS will check the PO Box minimally one time per week. II. Procedure 1. The District Representative, District Keeper of Finances and approved alternate have signature authority on checks. 2. All checks must be countersigned by the DR and DKFs with the exception being if the check is written to one of them. In the absence of one of the signers, the approved alternate becomes the second countersigner. 3. Checks should not be signed in advance by any party. They can only be signed at time of issuance. 4. Prior to any check being processed, a voucher form must be completed with proper signatures. 5. All vouchers must have the appropriate supporting documentation attached.

3 6. Checks should generally be issued before or after district meetings or executive board meetings. In special circumstances they can be issued outside of the meeting. The voucher form should generally be turned in at one of these meetings, electronically delivered or mailed to the District PO Box / KRS. 7. A request for a non-budgeted item shall be bought forward to the Executive Board. If approved, it then should be bought to the Body for a vote. The DKF should indicate the most likely budget line item for coverage prior to bringing before the body. 8. If the check is for a budgeted item, it will be processed at the district meetings or next Executive Board meeting unless special circumstances prevail (e.g., cash flow standing of the district does not support processing). 9. The DKFs will deliver it to the payee and is responsible for ensuring safe delivery. 10. Checks not cashed within 180 days (6 months) of issuance will be cancelled. At 60 and 90 days, written inquiries will be made of the payee concerning the check status by the DKF or Asst. DKF. Reissuance will be considered on a case by case basis. 11. Online transactions (ex: PayPal) should be receipted every Monday (weekly) by the DKRS and the transmittal form (2 exact copies) shall be submitted to the DKFs. Once the DKFs count the funds and verify the transmittal form, he will then countersign and date the transmittal form. The DKFs will then issue the DKRS a duplicate copy of the endorsed transmittal. III. Voucher Procedure 1. All vouchers must have supporting documentation. 2. Committee Chairs should Co-Sign all vouchers, if appropriate (so they are aware of all expenses). 3. The DKRS must sign all vouchers and the second signature must be that of the DR. 4. Voucher requester signature is required, if available and appropriate. 5. All vouchers should be submitted within 30 days of expense. IV. District Accounts 1. Mechanics and Farmers, Bank of America, SC Community, Wells Fargo and OPPF Credit Union are the District's Current Financial Institutions consisting of the following account types: a. General Account, Bonanza Account, Undergraduate Account b. Annual Meeting Account c. SCCB CD, OPPFCU Saving d. NCCF Scholarship Endowment maintained by Carolina Uplift Foundation (for reporting purposes) 2. The DKFs and DKRS should review all current accounts monthly. Summarize the results of the review each month for the Executive Board, highlighting any discrepancies and actions taken to rectify the discrepancies and preventative measures.

4 3. The DKFs and DKRS will review the cumulative results of its review process annually with the District at the first council meeting highlighting discrepancies, corrective and preventative actions. 4. The DKFs are required to reconcile all bank and cash deposit balances (inclusive of endowment funds, savings and certificate of deposit accounts) to cash book or ledger balances culminating into a formal bank reconciliation report on a monthly basis. Each monthly bank account reconciliation report shall be reviewed by the 1st Vice District Representative and noted accordingly by the 1st Vice DR's signature on the bank account reconciliation report indicating completion of said review. V. District Meeting Reports 1. The District Keeper of Finances shall present to the body reports that reflect the accurate account and budget balances of the District. Detailed reports shall be given at each regularly scheduled meetings of the district or the executive board. 2. The DKF should Vice-Chair the Budget Committee. 3. The District Keeper of Finances shall always maintain a log containing the prior reports and details of such reports. 4. The DKRS and DKFs should reconcile the District s financial balance with Executive Board at each meeting of the district or the executive board. VI. General Rules and Procedures Note: All Executive Board Members present at a meeting of the district must review and sign off on monthly bank statements. 1. All Checks should be issued in a timely manner: Executive Board meeting, district meetings or when required: a. Approved budget Requests: i. Requires no district vote or board approval (other than countersigning by the District Representative) ii. Already accounted for in Budget 1. Note: Exception if revenue projections are short, then DKFs should re-examine all projects for possible re-allocation etc. and make recommendations to the executive board and district as required/requested. iii. Any approved budget line item overage must be approved by the Body prior to over spending. b. Non-budgeted Requests: i. Will require district vote to approve. A request for a non-budgeted item shall be bought forward to the Executive Board. If approved, it then should be bought to the Body for a vote. The DKFs should indicate the

5 most likely budget line item for coverage prior to bringing before the body. 2. Financial Accountability is ensured through a system that requires vouchers with attached receipts, monthly audits and reviews by the DKFs and DKRS and regular financial audits. 3. Returned Checks will be charged all related Bank fees, the District administrative fee of $25 plus the amount of the check. Further, all bad checks and fees must be redeemed by certified funds. 4. No Checks are written unless the appropriate voucher with supporting documents is presented to DKRS and DKF. 5. All money deposited must be receipted by the DKFs in QuickBooks or other accounting software approved by the body. 6. All accounts in the District s name must be approved by the Body. Also, any changes must be approved by the Body. 7. No Certificates of deposit of District can be redeemed unless approved by the Body. 8. No bills should be paid in cash nor should checks be made payable to Cash for the purpose of transmittal. 9. There will be a review of all finances and DKRS/DKFs reviews (summary) at all meetings of the district or the Executive Board meeting. 10. The Audit Committee will do an audit annually, presenting findings and recommendations that must be approved by the body. Additionally the committee shall make recommendations to the district when an external audit is recommended. 11. The 6 th District will not provide any check cashing services. 12. The DKFs shall ensure that all financial reports are accurate and correct prior to presenting to the executive board or district body. 13. All funds collected should be detailed in the district meeting minutes. 14. Any Brothers or chapters who write 2 NSF checks to the District will not be allowed to write another check for a period of 12 months. The 12 months period will start after the second check is paid in full (including all associated fees). During this period only Cash, Certified Funds and Money Order will be accepted. The Brother or chapter can request an exception to the Executive Board, who will review each issue on a case by case basis. 15. DKRS, DKF, AKF and AKRS shall receive travel reimbursement related to operation of the office. VII. Executive Board Transitions 1. Former DRs, DKRSs and DKFs shall be invited to and strive to attend all executive board transition meetings. 2. Attendance at executive board meetings is to gain additional insight on the current operations and issues before the district. They do not have a vote in these meetings.

6 3. The Incoming and Outgoing Administration will have transition meetings (minimally one (1) joint and separately) to discuss procedures for an orderly transition. 4. Incoming officers shall be prepared to present the year end District financial position at the first council meeting. VIII. Records Retention 1. The Sixth District adopted a records retention policy in Consistent with that policy, the rules applicable to retention of financial records are: Accounting Ledgers Bank Reconciliations Canceled Checks Contracts (if provided a copy upon request for payment) CPA Audited Financial Statements Paid Invoices Insurance Policies Accounts Receivable Invoice Records Tax Records End-of-Year Financial Statements Budget Data Expense Accounts, Approvals, Petty Cash Records, Sales Commission Records Invoices to Members, Customers and Vendors 3 years Permanently Permanently Permanently 3 years IX. Tax Filing Period The Sixth District is designated with a 501(c) 7 status with the IRS. Therefore, an annual information return (either by form 990, 990- EZ, or 990-N Form 990) is required to be filed with the IRS. Form 990 is filed if gross receipts of $200,000 and total assets greater than $500,000. Form 990-N is filled normally if gross receipts of $50,000 or less. Form 990-EZ if gross receipts are less than $200,000 and total assets at the end of the tax year are less than $500,000. Form 990 is due by the 15th day of the 5th month after the fraternity's accounting period ends (March 15). The Keeper of Finance or designated agent shall complete the applicable form(s) by following the filing instructions which are located at The instructions include specific guidelines for filing an extension of time, if needed. These instructions are subject to change; therefore it is wise to refer to the instructions prior to completion or consult with a licensed CPA or licensed auditor. The 6th District must keep records for federal tax purposes for as long as they may be needed to document evidence of compliance with provisions of the IRS Code. Generally, this means the

7 fraternity must keep records that support an item of income or deduction on a return until the statute of limitations for that return runs. The statute of limitations has run when the fraternity can no longer amend the return and the IRS can no longer assess additional tax. Generally, the statute of limitations runs three years after the date the return is due or filed, whichever is later. The fraternity may be required to retain records longer for other legal purposes, including state or local tax purposes. X. Financial Audit Checklist The District Keeper of Finance shall present to a certified public accountant the following reports to complete the 990 report. Quarterly Meeting Financial Reports 1 st Council Meeting Financial Report 2 nd Council Meeting Financial Report 3 rd Council Meeting Financial Report Annual Meeting Financial Report Monthly Financial Statements General Account Bonanza Account Undergraduate Account Quarterly Financial Statements Bonanza Certificate (M&F) Credit Union Share Account (OPP) Certificate of Deposit (SCCB) Scholarship Endowment (NCCF) Depositing of Funds KRS Transmittal Form Bank Receipt Bank Statement Reconciliation 1VDR Review Verification Manually or via QuickBooks * DKFs = District Keeper of Finance and Asst. District Keeper of Finance **DKRs = District Keeper of Record and Seal and Asst. Keeper of Record and Seal ***DR = District Representative ****These policies shall be reviewed every 5 years or as needed.