Advocacy Workshop Presentation End of the Year Financial Bootcamp

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Advocacy Workshop Presentation End of the Year Financial Bootcamp
Wake County PTA Council
End of Year
Financial Bootcamp
Treasury and Finance Workshop
End of Year Financial Bootcamp
Welcome and thanks for joining us!
• Out of respect for other attendees, please set phones to
vibrate.
• We will not have any official breaks in our agenda today.
Feel free to take breaks as needed or to step out of the
room if necessary.
• Today’s session is an expansion of a previously recorded
webinar housed at www.ncpta.org. This archived webinar
is one hour in length and may be referred to for more
information if needed. However, today’s workshop contains
updates that are NOT included in that recorded webinar.
End of Year Financial Bootcamp
Handling Questions
at Today’s Workshop
– We will do our best to handle questions along the way, but
please recognize that we have a lot of material to cover
and may have to defer some questions to the end of the
workshop. We will try to leave time for questions, up to
our 11:30am stop time.
– We MUST leave this room at 11:30 due to facilities
reservation.
– If you still have questions after the end of the session
today, please don’t hesitate to submit questions to us via
email (contact information at end of slide deck), and we’ll
get back to you as quickly as possible.
Today’s Workshop Objectives
• Understand what support resources are available to guide you in financial
matters.
• Understand how to close out your books and records for the year.
• Understand the importance of financial risk mitigation for your PTA unit
• Financial review:
– Understand when a financial review is required and the types of reviews
– Understand who may perform the review
– Understand the database entry/confirmation of completion to NCPTA for your
annual review
• IRS Form 990:
– Understand the three different types of IRS Form 990s
– Understand how your Board should stay informed of the 990 process
– Understand database entry/confirmation of completion to NCPTA
• Understand “Good Standing Requirements” for your unit
• Encourage attendance at future training sessions
Fail
Treasury and
Finance
Workshop
Fail
Resources to
Guide Your Unit
in making
Financial
Presented by
decisions
Sarah Martin,
NCPTA Board of
Directors
Success
End of Year Financial Bootcamp
PTA Leader Resources from NCPTA
• NCPTA leader resources available online at
www.ncpta.org
• Click on “Leaders” in the top toolbar
• On the leaders page, you’ll see a listing of
resources on the right side, including leadership
tools, membership database, good standing
information, and NCPTA annual reporting.
• The NCPTA website also offers a “search” box.
End of Year Financial Bootcamp
Overview of Sept 2014 Treasury Webinars
• Roadmap to Successful PTA Budgets
Thursday, September 4, 2014
• Best Practices in PTA Cash Management
Thursday, September 11, 2014
• Examining the Financial Review Committee and Your PTA
990
Thursday, September 18, 2014
Recorded versions of the above webinars are archived at
www.ncpta.org. Today’s workshop is also there in shortened version
(although it has not been updated for recent changes in audit and 990
reporting procedures).
Financial Management Guidance from
National PTA
• National PTA has done a great job summarizing
the work in PTA financial matters in the Back to
School Kit for 2016-2017
• For the entire load of Back to School Kit
information, visit www.ptakit.org and you’ll see
all the topics in the toolkit.
• Once there, you will want to visit the “finance”
tab from the toolbar at the top of the website
• Let’s visit there now: www.ptakit.org
Uniform Bylaws will guide
Roles & Responsibilities
• You’d be shocked by what you can learn from
reading your unit’s Uniform Bylaws
• All PTA units in the state use the same bylaws
• You should have a copy readily available from
your current PTA president. If not, visit
www.ncpta.org or contact [email protected]
for a copy.
•Article 7 – Board of
Directors
Section 7.4
Accounts and Records
This local PTA shall keep such
permanent books of accounts and
records as shall be sufficient to
establish the items of gross income,
receipts, and disbursements of the
local PTA. These records shall include
the official membership roster. Such
books of accounts and records shall
at all reasonable times be open to
inspection by an authorized
representative of NCPTA.
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Treasury and
Finance
Workshop
Closing out Your
Unit’s Books and
Records for the
YearPresented by
Sarah Martin,
Fail
NCPTA Board of
Directors
Success
Closing out current year budgets
• You may need to educate your Board
about funds availability as you get
closer to year end.
• Consider contacting key committee
chairs to discuss plans on remaining
funds in their budgets.
• Work with your Board to establish
deadline for check requests and
reimbursement requests from
current year funds.
Consideration of Budget Amendments
• After a thorough review of budget
versus actual spending for the year, it
may become clear that a budget
amendment is needed.
• Uniform bylaws layout procedures for
such amendments in Section 11.4:
Amendments to the budget may be
considered and adopted at regular or
special general membership
meetings
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Treasury and
Finance
Workshop
Financial Risk
Mitigation in
your PTA unit
Presented by
Sarah Martin,
Fail
NCPTA Board of
Directors
Success
Guidance from National PTA
• Internal controls provide some level of
assurance that
– Financial reporting is reliable
– Operations are being conducted efficiently and
effectively
– The PTA unit is complying with laws/regulations
• “Good internal controls will take away the
opportunity needed by desperate people to
commit a crime.” (National PTA website)
• From PTA Kit:
http://www.ptakit.org/Finance/Theft-Fraudand-Embezzlement-Guidelines/InternalControls.aspx
Guidance from National PTA
• There is a list of PTA-specific warning
signs that may indicate that theft, fraud
or embezzlement is taking place.
• From PTA Kit:
http://www.ptakit.org/Finance/TheftFraud-and-EmbezzlementGuidelines/PTA-Specific-WarningSigns.aspx
• Check out the whole section on Theft,
Fraud, and Embezzlement
Audit
Committee:
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Treasury and
Finance
Workshop
- Standing
Committee of your
PTA unit
Presented by
Sarah Martin,
Fail
NCPTA Board of of
- Composition
Directors
committee
Success
The Audit Committee is a Standing
Committee of your PTA Unit
• Board of Directors establishes audit
committee by July 1 each year
• Board of Directors elects chair and
members of the committee
• The president is an ex officio voting
member of all standing committees
EXCEPT Nominating Committee and
Audit Committee.
Composition of Audit Committee
• Committee must have no fewer than
three members.
• Individuals with check signing
authority and their family
members are not eligible
• Outgoing or incoming treasurer not
eligible
• It is not recommended that a
principal serve on the Audit
Committee.
Financial
Reviews:
Fail
Treasury and
Finance
Workshop
Fail
-When and Types
-Who Performs?
- Database
Presented by
Entry/confirmation
Sarah Martin,
NCPTA Board of to
of completion
Directors
NCPTA
Success
Bylaws Article 11 Addresses Financial
Reviews for the PTA Unit
• Monthly Financial Reviews
• Financial review when a
financial officer leaves office
• Annual financial review
Note that the Board may call for a financial
review at other times, as well, and that
such reviews would be conducted either by
the Audit Committee or by an independent
accountant.
•Article 11 – Finance and
Budget
Section 11.1 - Monthly Financial Review
The audit committee will conduct a
monthly review of this local PTA’s bank
statements and supporting documents
and shall sign an acknowledgment on
the bank statements that the
expenditures were consistent with the
approved budget.
Monthly Financial Reviews
• No set reporting format that must be used
(not reported to NCPTA)
• Not only required by bylaws, but also by
many insurance companies
• Failure to perform these reviews (if required
by insurance) can be grounds for denial of an
insurance claim by your insurer.
• Quick procedure (may be done in just a few
minutes)
• You really need an audit committee in order
to do this – CPAs rarely perform these sorts
of monthly procedures.
•Article 11 – Finance and
Budget
Section 11.2 - Financial Review when
financial officer leaves office
If any officer with financial
responsibility, including but not limited
to check signing authorization, leaves
office before the end of a fiscal year,
the audit committee will conduct a
review of the local PTA’s financial
records.
Financial Review When
Financial Officer Leaves Office
• Provides protection for both the
outgoing officer and the
incoming replacement officer
• Recommend using the annual
review checklist and reporting
format
• Good idea to update in the
NCPTA database date of latest
review completion.
• This will not suffice for the
annual review at the end of
year.
•Article 11 – Finance and
Budget
Section 11.3 – Annual Financial Review
By August 31 each year, the audit
committee, or a certified public
accountant appointed by the board
shall:
a. Examine the treasurer’s year-end
financial report and this local PTA’s
financial records (including but not
limited to all depository accounts,
the general ledger of receipts and
expenditures, supporting
documentation and checks, and
records of membership dues paid);
and
•Article 11 – Finance and
Budget
Section 11.3 – Annual Financial Review
b. State in writing whether or not the
treasurer’s year-end report is correct
and shall submit that statement, with
a copy of the report, to the board of
directors.
Note that NCPTA has CHANGED this
guidance and now requires only that
the database be updated to confirm
completion of the annual review – no
report copies are needed for NCPTA.
Info Needed for the
Annual Financial Review
• Total gross income of your PTA unit for
the year under review
• Treasurer’s Reports
• Bank Statements
• Number of PTA members during the
fiscal year
• General knowledge re: your PTA’s
budget, financial controls, insurance, tax
forms, and management
• Copy of minutes of membership
meetings
Info Needed for the
Annual Financial Review
• Review instructions from NCPTA:
– Visit www.ncpta.org and click on “leaders” in
the top toolbar.
– In the sidebox at the right of the page, click on
“Membership Database”
– Links are located there with Financial Review
instructions and checklists for the review to be
performed
After the Annual
Financial Review
• Audit Committee should produce a report to the
Board
• Must submit confirmation of completion of Annual
Financial Review (see upcoming slide)
• Deadline for filing online completion confirmation is
August 31 to remain in good standing. If deadline is
missed, move with all rapidity to file as soon as
practicable and to restore your good standing.
• Should also summarize report to general
membership
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Treasury and
Finance
Workshop
NCPTA Database
Entry
Presented by
Sarah Martin,
Fail
NCPTA Board of
Directors
Success
Database Entry is done Online
and may have changed now that
NCPTA
has
moved
to
MemberHub
How do I submit confirmation that the annual Financial Review for
my PTA has been completed?
platform
•
•
•
•
•
•
1. Go to the NCPTA Database (the same website Officers enter member
information): www.ncpta.org/db
2. Login using the User ID and Password assigned to your PTA (the same User ID
and Password Officers use to enter member information).
3. Under “Financial Confirmations” click “Financial Review”
4. Fill in the required information:
• Your Name:
• Your Email:
• Your Position: Select your position from the drop down box
• Membership Year for the Financial Review: Select the year for the
financial review you are confirming (reminder: the financial review is
always for the prior membership year: July 1-June 30)
• Date Financial Review Completed: Fill in the date your Audit Committee
completed the financial review (mm/dd/yyyy) or use the calendar to select
your date.
5. Check the Confirm Box: This confirms that the review was completed on the
date provided and has been reported to your PTA’s Board of Directors.
6. Click “Submit” The Financial Review Confirmation cannot be changed
Database Entry is done Online (con’t)
• PLEASE maintain hard copies of
the annual financial review
documents in your PTA
records.
• PLEASE do not submit a hard
copy to the NCPTA office
IRS Form 990:
Fail
Treasury and
Finance
Workshop
Fail
- Why File?
- 3 Form Types
- Board review
Presented by
- IRSSarah
DueMartin,
Dates
NCPTA Board of
Directors
Success
If We’re Tax Exempt, Why File?
• The IRS Form 990 is required as an annual
informational filing to the IRS.
• While taxes are not assessed with this filing, the
penalties for failure to file timely returns are stiff
and can result in loss of your 501(c)3 status.
• These filings are a matter of public record and can
be viewed using Guidestar online services if you
create a user account:
http://www.guidestar.org/rxg/help/faqs/form990/index.aspx
• Keep in mind that other tax filings may be
applicable for your unit, including Unrelated
Business Income Filings and filings with the State
of NC for refunds of sales tax paid on purchases
by your PTA unit. For more information from
NCPTA on sales and use tax filings, visit
http://ncpta.org/index.php/state-sales-and-usetax/
Three Types of IRS Form 990
• Form 990-N (“e-Postcard”)
– 8 questions
– Electronically filed return
– For units with gross income under
$50k for the 2010 tax year &
thereafter
• Form 990-EZ (2 page return)
– For units with gross income under
$200k
• Form 990 (“long form”)
– For units with gross income in
excess of $200k
How to Complete IRS Form 990
• Great guidance provided by the
nonprofit division of the IRS
• Visit
http://www.stayexempt.irs.gov/Virtua
lWorkshop/Form990.aspx for
complete step by step
instructions
Board Review of IRS Form 990
• The filing includes more than just
the financial results for the year
• Includes a full cadre of questions
about financial controls
• Many of these questions are
addressed in the NCPTA annual
review checklists described above
• IRS is looking for good compliance
in the internal financial controls of
non-profit organizations
Form 990 Due Dates (regardless of
Type of Form used)
• Due date is 4.5 months after fiscal year end.
• Uniform bylaws establish all NC units have same
fiscal year: July 1 – June 30
• Therefore, all units have 990s due on or before
November 15th following the close of the year.
• Early filings encouraged.
• Officially, uniform bylaws state incoming
treasurer is responsible.
• Preferable to have outgoing treasurer complete
the 990, but if not possible, then the new
treasurer MUST do it. VERY IMPORTANT! The
990 cannot be left “undone” under any
circumstance.
After the Annual
990 is Completed
• You must submit a confirmation to NCPTA
that the 990 has been completed and filed.
• Failure to file the 990 return for three
consecutive years results in revocation of
your PTA’s tax-exempt status. NCPTA’s goal is
to prevent our PTAs from losing their taxexempt status with the IRS.
Database Entry is done Online & may
have
changed
with
move
to
Steps to submitting your PTA’s Form 990 Confirmation:
MemberHub
1. Log into the NCPTA Membership Database at
2.
3.
www.ncpta.org/db
Under “Financial Confirmations” click “Form 990”
Fill in the required information:
• Your Name:
• Your Email:
• Your Position: Select your position from the drop down box
• 990 Filing: Select which Form 990 your PTA submitted to the IRS from the drop down box
• Total Gross Receipts: Fill in your PTA’s total gross receipts
• Date Form 990 Filed: Fill in the date your Form 990 was submitted to the IRS (mm/dd/yyyy) or
use the calendar to select your date.
4.
5.
Check the Confirm Box: This confirms that the 990 return
was submitted to the IRS on the date provided.
Click “Submit” The Form 990 Confirmation cannot be
changed after you click the “Submit” button. If you need
to make a change to the confirmation information, you will
have to delete the confirmation and start over.
The 990 return must be filed with the IRS and this
confirmation must be completed by November 15 of each
year in order to remain a unit in good standing with NCPTA.
Fail
Treasury and
Finance
Workshop
Good Standing
Requirements
Presented by
Sarah Martin,
Fail
NCPTA Board of
Directors
Success
•Article 4 – Relationship with
National PTA and NCPTA
Section 4.5
Good Standing
Requirements
This local PTA shall comply with the
good standing requirements of
NCPTA. The good standing
requirements are available on the
NCPTA website. The good standing
requirements are also available at the
NCPTA headquarters and upon
request by mail, email, or telephone.
The good standing requirements are
subject to change at any time by
NCPTA.
Good Standing
Requirements
Finding the good standing requirements on
the NCPTA website:
• Search box: Good Standing Requirements
• Top Toolbar: Click on Leaders, then on
GSR in the listing at right of website
Let’s visit there now:
http://ncpta.org/index.php/leaders/leaders
hip-tools-for-officers/good-standingrequirements/
WRAPPING UP
FOR THE DAY --Let’s Stay in Touch!
Wake County PTA Council
www.wakepta.org
New Officer Training --- 2 dates for 2017
Best Option: THURSDAY, JUNE 1 (6pm to 8pm)
RSVP at https://www.surveymonkey.com/r/2017PMNewOfficerTraining
Secondary Option: FRIDAY, JUNE 2 (9:30 – 11:30am)
RSVP at https://www.surveymonkey.com/r/2017AMNewOfficerTraining
Summer Leadership Conference --in late Aug/early Sept (details to come)
Communication with Wake County PTA Council:
Wake County PTA Council Yahoo Group – PLEASE have all Board
members join to keep up with our announcements. To join,
simply send an email (from the email at which you wish to
receive our messages) to:
[email protected]
Keep an eye on our website – http://www.wakepta.org/
Like us on Facebook – http://www.facebook.com/WakePTA
CONTACT INFORMATION:
[email protected]
[email protected]
[email protected]

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