Fiscal policies and procedures, tax issues and other money matters.
September 9, 2013
Secretary and Treasurer Record Books are part of the packets distributed at the fall 4-H Leaders meetings in each county. Here is an update to help as you prepare for these distributions.
The (fillable) Treasurer Record Book posted on the Illinois 4-H website is the same for 2013 for use by your 4-H members and leaders.
A few minor revisions have been made to the 2012 (fillable) Secretary Record Book currently on the Illinois 4-H website. This includes an expanded membership list for attendance records for larger 4-H clubs along with edits to the monthly minutes pages.
Please use the revised version of the (fillable) Secretary Record Book that has been uploaded to the Portal: 4-H Contacts: Fiscal Resources: Club Fiscal Management for now until this document can be posted to the Illinois 4-H website in the near future. During the interim, you may post the revised (fillable) Secretary Record Book on your Unit website so that your 4-H members may have access to download this at the beginning of the new year.
The pdf formatted officer books posted on the Illinois 4-H website remain the same and can be printed for 4-H members who wish to have a hard copy of these record books for their club.
June 10, 2013
October 10, 2012
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
Remember the formula 1 + 2 + 3 when uploading the subordinate forms for each club.
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 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 (email@example.com) when you have successfully completed and checked all of your county's uploads.
October 3, 2012
September 20, 2012
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
September 16, 2012
September 11, 2012
August 22, 2012
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!)
August 16, 2012
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).
May 8, 2012
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 (firstname.lastname@example.org) at the State 4-H Office.
March 20, 2012
March 7, 2012
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 |
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
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:
Registration is open for these upcoming webinars:
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 |
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