Category: Fiscal/Tax

Fiscal policies and procedures, tax issues and other money matters.

October 10, 2012

Additional Tips for Uploading Forms to the 4-H Document Repository

Instructions for county staff to upload documents to the new 4-H Document Repository were posted on the Portal (see 4-H Contacts: Fiscal Resources: Federal Group Tax Exemption) a few weeks ago. Here are some additional tips to help gude you through this process.

Staff may upload documents all at once by the October 31, 2012 deadline or as they are submitted to the Extension office.

Don't wait until the last minute. The scanning and upload process does take some time to complete.

Make sure all forms are complete and have the required signatures

  • Group Tax Exemption Authorization: club leader
  • Annual Financial Statement: club leader, treasurer, and 3 fiscal review committee members
  • Articles of Organization: club leader and club president/vice president/other officer

Remember the formula 1 + 2 + 3 when uploading the subordinate forms for each club.

  • Group Tax Exemption Authorization = 1 page
  • Annual Financial Statement = 2 pages
  • Articles of Organization = 3 pages

Check each document after you upload it to the repository for accuracy using the questions below. These subordinate forms are very important and will be included in the application packet to IRS.

  • Are all three (3) forms uploaded for each 4-H club listed on the repository? (click on the link to make sure the document appears the way it should)
  • Are the pages of the form in numerical order?
  • Does the club name on the form match the club name where you have uploaded it on the website?
  • Does the title of the form you are uploading match the title (drop down options) on the repository?

Are we done yet? No, there's one final precautionary step related to security that may be applicable depending on where the scanned documents are initially saved on your computer. This was not included in the instructions for uploading documents to the repository.

Scanned documents should not be stored permanently on the shared drive of your county computers since they contain sensitive information including club EINs and bank account numbers. Once these documents have been uploaded to the repository, maintain them in a secure location (hard-drive, CD, etc.) as a backup in case an error occurs and an item needs to be re-uploaded to the repository in the future.

Please send me an email (ksmoore@illinois.edu) when you have successfully completed and checked all of your county's uploads.

Posted by Karen S. Moore at 8:43 AM | Permalink |
Categories: Clubs, Fiscal/Tax

October 3, 2012

FAQ on 4-H Fiscal Issues and Policy Changes - October 1 Updates

Can we start new 4-H clubs this fall since we can't get an EIN for them?
What's the difference between a donation and a fundraiser?
Are you working with clubs to create their long term spending plan?
Do you still have questions about the new federal group tax exemption and subordinate forms?

Find the answers to these and other questions in the FAQ on 4-H Fiscal Issues and Policy Changes - October 1 Updates fact sheet. It has been posted to the Portal: Groups: 4-H Contacts: Staff Development: Webinars: 4-H Fiscal Issues and Policies 2012. This will be the final FAQ document, but additional questions will be answered on an individual basis or on The Leaflet depending on the frequency of the question.

Posted by Karen S. Moore at 11:40 AM | Permalink |
Categories: Clubs, Fiscal/Tax, Funding, Policies/UMH

September 20, 2012

Additional Resources on 4-H Policy Changes Posted to the Portal

Thank you to everyone who participated in the 4-H Policy Changes session at the All 4-H Staff Meeting this week. The three documents that were distributed during our discussion have been uploaded on the Portal to help guide county staff through the beginning of the new 4-H year.

* FAQ #2 - Additional Questions on 4-H Fiscal Issues and Policies (add this to the 1st FAQ document)
* Sample of Best Practices - The Nuts and Bolts of 4-H Clubs
* Next Steps for Fall 2012: 4-H Checklist

These can be accessed on the Portal: Groups: 4-H Contacts: Staff Development: Webinars: 4-H Fiscal Issues and Policies 2012.

Also included in the webinars section is a copy of the September 6 PowerPoint (in Notes view). If you have not already done so, this would be a great resource to have available along with your Unit Management Handbook and FAQ documents.

Continue to send success stories, best practices, and any further questions to us.

Sheri Seibold and Karen Moore

Posted by Karen S. Moore at 11:11 AM | Permalink |
Categories: Clubs, Fiscal/Tax, Policies/UMH, Risk Mgmt., Staff Development

September 16, 2012

Sept 6 4-H Policies Webinar Recording Now Available

The recording of the 4-H Policies webinar held on Sept. 6 is now available for viewing. Go to http://media.itcs.illinois.edu/telenet. Go to 9/6/2012 - 4-H Policies Webinar. I would also encourage you to go the portal and download the ppt version with "Notes" pages so you have a copy of the text that Karen and I shared during the webinar. I hope you will have a chance to listen prior to coming to the All 4-H Team meeting on Tuesday.

We also hope to have an updated version of the FAQ's posted on the Portal under Groups: 4-H Contacts: Staff Development: Webinars: 4-H Policies 9/6/2012 by mid-afternoon on Monday so that you can download that and bring it with you as well.

Sheri and Karen 

Posted by Sheri Seibold at 10:53 AM | Permalink |
Categories: Fiscal/Tax, Policies/UMH, Volunteers

September 11, 2012

4-H Webinar FAQ Document Ready

The 4-H FAQ Document is now posted on the Portal under Groups: 4-H Contacts: Staff Development: Webinars: 4-H Fiscal Issues and Policies Webinar. Please review this document carefully and send additional questions via email to Sheri Seibold and Karen Moore by Friday, Sept. 14. We would also like for you to share any best practices or success stories that you have to date. If you have challenges that you would like addressed at the All 4-H Team Meeting next week, please share those as well.

Please bring your 4-H Unit Management Handbook, the 2012 Summary Changes in the UMH handout, and the FAQ document to the meeting next week.

Tom Ward has informed us that the webinars can not be accessed on the iPad. They may be accessed on your desktop computer or laptop if Flash is installed.

Dan Horn is continuing to work on a way to have the 4-H Unit Management Handbook available on the iPad. More information will be coming.

Thanks

Sheri and Karen

Posted by Sheri Seibold at 4:22 PM | Permalink |
Categories: Fiscal/Tax, Policies/UMH, Volunteers

August 22, 2012

Webinar: 4-H Fiscal Issues and New Policies: An Introduction

Webinar: 4-H Fiscal Issues and New Policies: An Introduction

This webinar will be held Thursday, August 30 from 9:30 a.m. to 11:30 a.m. The intended audience is County Directors and 4-H YD and Metro Educators. This is an overview session. The major new policy changes and new tools and resources to implement those policies will be shared. Discussion will include how the major changes are to be integrated into the larger Extension organization. This will give you a "heads up" to guide 4-H program support staff and clerical support staff as they prepare materials for the new 4-H year.

A second webinar for 4-H Program Support Staff, Clerical Support Staff doing 4-H work as well as Educators and County Directors will be held on Thursday, Sept. 6 from 10:00 a.m. to 12 noon. I would strongly encourage either the CD or YDE be present with other staff for this second webinar! Another notice will be going out about this webinar but please remind all staff of the date. A previous notice was sent out by Denise Legvold on July 24. This session will be the "nuts and bolts" of the new policies, resources, and implementation strategies for the new 4-H year.

For the August 30 meeting, the meeting ID is 3687 and the password is 7654. The meeting place web address is https://meetingplace.aces.illinois.edu/a/db017998041145cc39bcfb09e70b9776. The session will be recorded but we encourage you to be present on this day if at all possible! If you can't attend, please plan to listen to the recording (once it is posted) but prior to the Sept. 6 webinar.

This year we will be providing Unit Management Handbooks for each County Director, each YD and Metro Educator, and each county office. It will also be posted on the portal and hopefully incorporated into a file that can be downloaded to your iPad. The Unit Management Handbooks should arrive in your office prior to Sept. 6.

A number of new/revised materials will be posted to MyExtension Portal (staff use) and to the Illinois 4-H web site (for staff as well as volunteers, parents, and members). This will be completed prior to the Sept. 6 webinar as well.

Please do not prepare new 4-H year packets for clubs, members, or volunteers until you have listened to the August 30 webinar and/or when the new materials are posted. We appreciate your patience on this matter but know that you have 4-H DMS enrollment finish up to do on your end as well. (See Dan Horn's message earlier today!)

Posted by Sheri Seibold at 4:36 PM | Permalink |
Categories: Fiscal/Tax, Policies/UMH, Volunteers

August 16, 2012

2012 4-H Club Audit Process

As the 4-H program year draws to a close, it's time to remind club leaders about the importance of completing the annual 4-H Club audit. Please refer to the checklist of steps on page XV-9 – 10 in A Guide to Managing the Illinois 4-H Youth Development Program to guide the audit committee through the process.

CHANGE FOR 2012: All 4-H Clubs must use the new 2-page 4-H Club Annual Financial Statement (not the one in the front of the 4-H Club Treasurer's Record Book). Members of the audit committee may go ahead and complete the annual club audit, but need to wait and sign this new form. Learn more about this on the 4-H Fiscal Issues & New Policies webinars scheduled for August 30th (for County Directors and 4-H Youth Development Educators) and/or September 6th (for all 4-H and clerical staff with 4-H responsibilities).

Posted by Karen S. Moore at 2:12 PM | Permalink |
Categories: Clubs, Fiscal/Tax

May 8, 2012

ALERT: 4-H Club EIN Applications On Hold

Thank you to all county 4-H staff who submitted the 990-N filing report and EIN's for all your 4-H clubs this spring.This information has been reviewed and compiled into a final statewide report that will be sent to National 4-H Headquarters / NIFA.

Our group tax exempt status, formerly through NIFA, is now being transitioned to a new 4-H Central Organization in Illinois.With over 1,200 4-H clubs in our state, this will be a lengthy process.During this time frame, the State 4-H Office and NIFA will be working with IRS to assure that current 4-H clubs will retain their tax exempt status.

Until further notice, please do not submit any new EIN application forms for 4-H clubs in your county.If you have special circumstances that require immediate attention, contact Karen Moore (ksmoore@illinois.edu) at the State 4-H Office.

Posted by Karen S. Moore at 9:07 AM | Permalink |
Categories: Clubs, Fiscal/Tax

March 20, 2012

4-H Fiscal Policies Webinar Recording and Materials Posted

The recording of the March 13, 2012 4-H 101 Webinar on 4-H Fiscal Policies along with the related materials have now been posted to the Portal under Groups: 4-H Contacts: Staff Development: Webinars: 4-H Fiscal Policies. This webinar contained lots of important information. If you did not participate, please be sure that you listen to the recording or view the power point and notes page from the presentation. A list of FAQ's will be posted in the near future. There are several issues still under consideration. If you have questions feel free to contact Sheri Seibold at sseibold@illinois.edu or at 217.333.9290.

Posted by Sheri Seibold at 8:46 AM | Permalink |
Categories: Fiscal/Tax, Policies/UMH, Staff Development, Volunteers

March 7, 2012

4-H 101 Webinar Registration Updated

Register for upcoming 4-H 101 webinars via the updated registration site.These training opportunites are appropriate for 4-H staff, office support staff and county directors since each staff role has a unique part in supporting the Illinois 4-H program.

Once completed, 4-H 101 Webinarrecordings, powerpoints with notepages, and related documentswill be archived on the Portal; 4-H Contacts; Staff Development; Webinars.

Registration is open for these upcoming webinars:

Monday, March 12, 2012 - 1:30 PM - Think Green
Tuesday, March 13, 2012 - 1:30 PM - 4-H Fiscal Issues
Tuesday, March 27, 2012 - 10:30 AM - 4-H Shooting Sports
Thursday, March 29, 2012 - 10:00 AM - SPIN Clubs
Tuesday, April 3, 2012 - 1:30 PM - State Fair Online
Thursday, April 12, 2012 - 1:30 PM - Recognition, Part II
Tuesday, April 24, 2012 - 1:30 PM - PYD BIG-M, Part I
Thursday, April 26, 2012 - 1:30 PM - PYD BIG-M, Part II
Wednesday, May 30, 2012 - 1:30 PM - State Fair Update


Click here for more information or to register: http://web.extension.illinois.edu/registration/?RegistrationID=6575
NOTE: A confirmation for each 4-H 101 Webinar will be sent to your email account when you register. Save all email confirmations so you do not duplicate your registration.

Be aware that webinar times and days of the week vary and note those dates and times on your calendar.You are encouraged to register at least five days prior to each webinar as topic-specific information may be shared with participants prior to some sessions.

Posted by Patricia C. McGlaughlin at 8:08 PM | Permalink |
Categories: Awards, Scholarships & Recognition, Clubs, E&R, Fiscal/Tax, Local Fairs & APF, Policies/UMH, PYD, Risk Mgmt., Shooting Sports, SPIN Clubs, Staff Development, State Fair, Thinking Green, Volunteers

February 13, 2012

Sign Up Now for 4-H 101 Webinars -- Updated!

Register for any or all of the upcoming 4-H 101 webinars.

This is a training opportunity for 4-H staff, office support staff and county directors, since each staff role has a unique part in supporting the Illinois 4-H programs.

The following 4-H 101 Webinars have already been completed and the powerpoints with notepages and related documents are available on the Portal under Groups; 4-H Contacts; Staff Development; Webinars:

  • Thursday, September 15, 2011 - 10:00 a.m. - New 4-H Year
  • Tuesday, November 29, 2011 - 1:30 p.m. - Volunteer Screening
  • Tuesday, December 6, 2011 - 1:30 p.m. - Risk Management
  • Tuesday, January 10, 2012 - 1:30 p.m. - 4-H Policies
  • Thursday, January 19, 2012 - 1:30 p.m. - Expansion & Review


    • Registration is open for these upcoming webinars:

    • Thursday, February 16, 2012 - 1:30 p.m. - Starting New 4-H Clubs
    • Thursday, February 23, 2012 - 10:00 a.m. - SPIN Clubs
    • Tuesday, February 28, 2012 - 1:30 p.m. - 4-H Ag Premium Fund
    • Monday, March 12, 2012 - 1:30 p.m. - Think Green Initiative - DATE CHANGED
    • Tuesday, March 6, 2012 - 1:30 p.m. - Recognition - Part I
    • Tuesday, March 13, 2012 - 1:30 p.m. - 4-H Fiscal Issues
    • Tuesday, April 3, 2012 - 1:30 p.m. - State Fair Online
    • Thursday, April 12, 2012 - 1:30 p.m. - Recognition - Part II
    • Tuesday, April 24, 2012 - 1:30 p.m. - PYD BIG-M, Part I - NEW ADDITION
    • Thursday, April 26, 2012 - 1:30 p.m. - PYD BIG-M, Part II - NEW ADDITION
    • Wednesday, May 30, 2012 - 1:30 p.m. - State Fair Update

    Click here for more information or to register.

    NOTE: A confirmation for each 4-H 101 Webinar is sent to your email account when you register. Please check for those email confirmations so you do not duplicate your registration.

    Note that webinar times and days of the week vary. Please register at least 5 days prior to each webinar, as topic-specific info may be shared with participants before the sessions.

    Posted by Patricia C. McGlaughlin at 8:30 AM | Permalink |
    Categories: Awards, Scholarships & Recognition, Clubs, E&R, Fiscal/Tax, Local Fairs & APF, Policies/UMH, PYD, Risk Mgmt., SPIN Clubs, Staff Development, State Fair, Thinking Green, Volunteers

    February 3, 2012

    4-H Fiscal Policies Webinar Rescheduled

    Since many Illinois 4-H staff members will be attending the North Central 4-H Science Academy in St. Louis next week, the 4-H 101 Webinar on 4-H Fiscal Policies has been rescheduled. The new date and time is Tuesday, March 13th at 1:30 p.m. Staff do not have to re-register. An email will be sent to all staff who are currently registered for this webinar. If you have questions about this webinar, please feel free to contact Sheri Seibold at sseibold@illinois.edu or at 217.333.9290.

    Posted by Sheri Seibold at 10:19 AM | Permalink |
    Categories: Fiscal/Tax, Policies/UMH, Staff Development, Volunteers