ACMA Chapter Advisory Council March 2016

ACMA Chapter Advisory Council March 2016

Treasurer Responsibilities Treasurer Important Due Dates Treasurer General Information NRAI (National Registered Agent) 501c3 Implications Transfer of financial records to new treasurer Forms: Annual Budget Template and Quarterly Report Template Treasurer Questions 2

Provide oversight of the custody of all funds and securities Maintain tax exempt status Keep full and correct record of all revenue received and its source and disbursements to whom with corresponding invoices Balance accounts monthly Document disbursements and keep a record Deposit all monies into the chapter s checking account designated by the Chapter Board Bank should be statewide and have multiple branches in most all cities Provide record of accounts to President and the Chapter Board when requested Provide ACMA National Office record of bank account information by May 31 st each year Name of bank Routing number & bank account number Telephone number of bank Signature card Meet all Federal & State Annual Report Filing Deadlines Federal report due September 15 th each year REMINDER: If gross income is less than $50,000 for fiscal year the chapter may file the 990N State Annual Report due date varies by state /please visit your state s secretary of state website 3

September 15 th each year Federal Report If the chapter s gross income is $50,000 or less Form 990N may be submitted electronically. The below link will provide direction to filing site and serve as a F&Q. https://www.irs.gov/charities-&-non-profits/annual-electronic-filing-requirement-for-small-exempt- Organizations-Form-990-N-e-Postcard If the chapter s gross income exceeds $50,000 per year Form 990 must be filed. Form 990 shall be approved by the ACMA National Office; therefore, chapter shall submit the form to the National Office by August 15 th. Receipt of filing shall be emailed to accounting@acmaweb.org Annual Report - Due date varies by state Please visit your secretary of state website for annual report due date Receipt of filing shall be emailed to accounting@acmaweb.org Chapter Donations - December 18 th each year Donation form is located at www.acmaweb.org/fundraising Submit donation form to accounting@acmweb.org 4

Chapter Quarterly Reports deadlines Qtr 1 (May July) August 31 st Qtr 2 (August Oct) November 30 th Qtr 3 (Nov Jan) February 28th Qtr 4 (Feb April) May 31st If submission deadline falls on weekend or holiday, the documentation is due on the next business day May 1 st Chapter Annual Budget due to ACMA National Office May 31 st Banking Information due to ACMA National Office Name of bank Routing number & bank account number Telephone number of bank Copy of bank signature card (Chapter President & Treasurer) May 31 st Transfer of chapter financial records Chapter Treasurers shall ensure complete financial records are transferred to the new chapter treasurer. 5

Chapter dues and annual conference net profits shall be deposited by the ACMA National Office by automatic deposit. Chapters are invoiced for the following but not limited to from the ACMA National Office and can be auto drafted by ACMA National Office Intercall (each chapter has their own line) invoiced monthly Legal Fees invoiced as needed NRAI (Registered Agent Services invoiced annually When filing forms for federal or state the address shall be ACMA National Office 11701 West 36 th Street Little Rock, AR 72211 Phone: 501-907-2262 The name shall be American Case Management Association Chapter When documents ask for Registered Agent address, each state is assigned an address. The addresses are included during this presentation. 6

ACMA fiscal year: May April (Federal Form 990N or Form 990 shall be filed accordingly) Quarterly Financial Reports 1. Complete Financial Report/Income Statement Template 2. Copies of each month s bank statement and reconciliation report Chapters must retain all bank statements, reconciliations, invoices, deposit slips, and supporting materials as outlined in the Policy & Procedure: Document Retention & Destruction. This information will be critical if there is ever an IRS audit Chapter treasurers shall ensure complete financial records are transferred to the new chapter treasurer by May 31 st. 7

NRAI monitors tax filings, state requirements, and sends correspondence to the ACMA National Office only if there is an issue. If the ACMA National Office does receive correspondence it shall be emailed to the chapter treasurer. It will be the chapter s responsibility to resolve any issues. 8

NRAI addresses by state: AZ- 3800 North Central Avenue Suite 460 Phoenix AZ 85012 CA- 18 West Seventh Street Suite 930 Los Angeles, California 90017 CT- One Corporate Center Floor 11 Hartford, CT 06103-3220 FL- 1200 South Pine Island Road Plantation, Florida 33324 GA- 1201 Peachtree Street, N.E. Atlanta, Georgia 30361 KS- 112 SW 7th Street Suite 3C Topeka, KS 66603 IL- 208 South LaSalle Street Suite 814 Chicago, IL 60604 MD- 351 West Camden Street Baltimore, MD 21201 MI- 30600 Telegraph Road Suite 2345 Bingham Farms, Michigan 48025-4530 MO- 120 South Central Avenue Clayton, MO 63105 NC-150 Fayetteville Street Box 1011 OH- 1300 East 9th Street Cleveland, Ohio 44114 PA- 116 Pine Street, Suite 320 Harrisburg, Pennsylvania 17101 SC-2 Office Park Court, Suite 103 Columbia, SC 29223 TN-800 S. Gay Street, Suite 2021 Knoxville, Tennessee 37929 TX-1999 Bryan St. Suite 900 Dallas, TX 75201-3136 VA-4701 Cox Road, Suite 285 Glen Allen, Virginia 23060 WA-505 Union Avenue SE, Suite 120 Olympia, WA 98501 WI-8020 Excelsior Drive Suite 200 Madison, Wisconsin 53717 UT-1108 E. South Union Ave Midvale, UT 84047 WV-5400 D Big Tyler Road, Charleston, West Virginia 25313 9

Maintain bank account(s) in the name of the Chapter issued by the IRS Contact National Office for this information Report bank account information to the National Office within 5 business days of opening new or changing account Bank name Address Account number 10

Keep records and on file Retain for Seven Years Bank Statements Tax Returns including documentation to support deductions Retain for Three Years Financial Statements (monthly or quarterly) Software license agreements Retain for One Year Past Budgets 11

Bank Statements Financial Records Tax Filings Check Book Check Register Annual Budget Past Budgets Quarterly Reports Invoices Deposit Slips Financial Database (if applicable) All Receipts Calendar of tax/reports due dates 12 12

Revenue Budget Actual Variance Annual Meeting Chapter Membership Dues Education Sessions Vendor Donations Other Income TOTAL REVENUE Expenses Budget Actual Variance 501c3 Application Filing Fee (one time fee) $400 or $800 501c3 Application Preparation and other Legal Fees National Registered Agents, Inc (NRAI) Annual Fee Annual State Filing Fees (variable by state) Tax Return Preparation ACMA Fundraising Donation Board Meetings Chapter President Meetings Conference Calls Education Sessions Publications Postage CEU Processing Fees Membership Recognition Travel & Lodging Savings TOTAL EXPENSES Net of Revenue Less Expenses Savings Allocation Net Income with Savings Allocation $600 $200/state/yr 13

ACMA <<<<NAME>>> CHAPTER Financial Report / Income Statement Fiscal Year May 1 <<Year>> - April 30 <<Year>> Quarter / Year Revenue Chapter Membership Dues $ - Chapter Annual Conference $ - Chapter Meetings $ - Interest $ - Total Revenues $ - Expenses Chapter Board Meetings $ - Chapter Meetings $ - Scholarships $ - Bank Fees $ - Travel Expenses $ - Donations $ - Total Expenses $ - Net Income $ - Beginning Balance Cash $ - CD $ - (plus) Net Income $ - Ending Balance $ - 14

Give notice of all member and board meetings Create an annual calendar of meetings and send reminders to attendees Include date, time and place Minimum of 4 Board meetings per year, one of which can be your required Annual Membership Meeting 17

Supervise the custody of all records and reports. Scan at least annually to store electronically as a back up system. Chapter Bylaws and Amendments Signed Charter Meeting minutes Membership database (created and maintained by chapter) Correspondence files All chapter correspondence to members Correspondence with speakers or vendors 18

Keep and report adequate records (minutes) of all meetings Use ACMA template Record only brief description of topic being discussed. Recording entire discussions and who said what is unnecessary Prepare one copy of approved minutes Within 60 days of meeting Signed and dated by Secretary and President For items requiring Board vote, record The wording of the motion The person making the motion The person making the second to the motion Whether motion was approved, failed or tabled Nature of the vote unanimous, for/against, and if anyone abstained from the vote 19

Minutes Template available to download/print at: www.acmaweb.org/chaptermanual 20

Ensure Chapter business records are properly filed more on this under 501(c)3 section Facilitate distribution/submission of candidate questionnaires for elections Document Board election results with member names and dates of service 21

Chapter Leadership Contact Form available to download/print at: www.acmaweb.org/chaptermanual Insert Chapter Name Chapter Leadership Contact Form Chapter Office First Name Last Name Title Organization Name Address City State President President-Elect Secretary Treasurer Past President Member-at-Large Zip Business Number Fax Number Email Address Next Board Transition Date Assistant Email Duration of Term Assistant Name 22

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Verify all chapter reports are completed and sent to ACMA National Office on time Go to Chapter Manual Section 15 for Checklist on Reporting to National www.acmaweb.org/chaptermanual Code of Ethics and Conflict & Interest Forms Annual Objectives Long Term & Short Term Objectives Quarterly Chapter Reports Q1 May, June, July due August 31 Q2 August, September, October due November 30 Q3 November, December, January due February 28 Q4 February, March, April due May 31 Chapter of Excellence / Merit documents if applicable 24

Completed Form Must be Submitted to National Office

ALL questions MUST be answered. Any questions answered YES MUST provide additional detail in space provided. Board Member signs here 26 ONE decision option MUST be selected by board officers reviewing / approving form. (2 more options on final page total of 4 decision options)

COMPLETED form, including DECISION and APPROVAL SIGNATURES, must be submitted to National Office ONE decision option MUST be selected by board officers reviewing / approving form. (2 more options on previous page total of 4 decision options) President-elect, Secretary or Treasurer signs here President signs here, except on the Presidents form, then President-elect signs. The President-elect CANNOT sign both approval lines on the President s form 2 different approval signatures are required. (so for the President s form, the Secretary / Treasurer must sign the Chapter Officer line)

ACMA Chapter Annual Objectives Form Long-Term Chapter: Date: Chapter Mailing Address: Primary Contact Person: For the year beginning: Your chapter s objectives will drive everything you do. Some objectives to consider include: Financial Management Education / Training / Certification Planning and Organization Peer Relations / Networking Membership (recruitment campaigns, retention efforts, new services, communications with members) Collaboration (joint activities with other ACMA Chapters) Long-Term Objectives (To be realized in 12 + months) 1. 2. 3. 4. 28

ACMA Chapter Annual Objectives Form Short-Term Tactics to Achieve Long-Term Goals SHORT-TERM TACTICS (To be realized within the next 12 months) LONG-TERM OBJECTIVE #1: Tactic Board Member Responsible Date Initiated Date completed 1. 2. 3. 29

ACMA Chapter Reporting Tool Chapter: Date of Report: Name/Office of Person Completing Form: Fiscal Year: Quarter: Qtr I Qtr 2 Qtr 3 Qtr 4 Current Membership Total Membership Goal*: Annual Meeting for Membership Date(s) Hour(s) of CEU Planned SECTION B: QRTLY FINANCIAL/INCOME STATEMENT REPORTS (Fiscal year: May 1-April 30) Deadline for Submission Date Submitted to National 1 st Quarter May, June, July August 31 2 nd Quarter August, September, October November 30 3 rd Quarter November, December, January February 28 4 th Quarter February, March, April May 31 SECTION C: OTHER REPORTS (If appropriate) Date Addressed at Chapter Meeting Comments SECTION D: NATIONAL INITIATIVES Date Addressed at Chapter Meeting Comments SECTION E: COMMENTS *Please indicate in QTR 4 report whether annual membership goal has been met. Yes No SECTION F: SUGGESTED ITEMS FOR NATIONAL BOARD OF DIRECTORS AGENDA 30

Be familiar with Document Retention and Destruction Policy and Procedure Assist Chapter President to Assure all Board members sign and send a copy to National Office annually by April 15 Conflict of Interest form & Code of Conduct form To download the forms go to Section 4 of the Chapter Manual www.acmaweb.org/chaptermanual Chapter President to facilitate signatures from all board members Chapter Secretary to file & retain original forms 31

Keep records and on file Retain Permanently Meeting Minutes are to be retained as long as the corporation is in existence and for 3 years after Include board election results with board member names and dates of service Ensure they are passed from responsible board officer to incoming officer Scan electronically at least annually and make a back up copy to be kept on file locally 32

Keep records and on file Retain for Three Years Software license agreements Vendor, hotel and service agreements Independent contractor agreements Retain for One Year Correspondence files Publications Survey information 33

Call for Nominations- should be distributed to chapter members at least 3 months prior to election and should be returned to the Chapter Secretary. Chapter Secretary verifies that nominated individuals are full members in good standing with ACMA National Chapter Secretary forwards the Board Member Candidate Questionnaire to nominated individuals for written consent Upon receipt, Chapter Secretary forwards Candidate Questionnaires to Nominating Committee Chair 34

Bylaws Signed Charter Amendments All meeting minutes Annual Objectives Quarterly Reports Leadership Contact Form Mailbox key (if applicable) Conflict of Interest Form Code of Conduct Form Minutes Template Membership Database Vendor Database Correspondence files Web address for Chapter Manual Copies of Contracts 35 35

Chapter Manual is available at www.acmaweb.org/chaptermanual Chapter Bylaws Chapter President and President-elect Chapter Link email list serve at chapterlink@list.acmalearninglink.com Chapter Advisory Council National Board Liaison Director of Chapter Relations 36