WE”VE GOT THE MONEY NOW WHAT?
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When filling in the name of your club, be sure to include 4-H Club as part of the name.
The GEN number should be listed as 2704.
The numbers 9a and 16 should indicate 4-H youth development.
The ending month for accounting (box 12) should state September.
Box 14 should be check yes as you will have no employees.
Once this is submitted to the IRS, they will notify you of your assigned EIN.
Once you have this number, notify the 4-H Extension office with a letter asking be included under the National 4-H GEN number. They will be submitting a list to the state 4-H office which then sends a master list to National 4-H.
Your treasurer will need to keep accurate records. First, each check should have two signatures, the treasurer and a leader. Even though the bank does not recognize the youth, they can be an extra signature below the leaders.
Your club will need to prepare a budget for the year that is voted on by the membership. (See sample on next slide) Any funds that are spent outside of the approved budget must be voted on by the club and indicated in the minutes of that meeting.
A treasurer’s report should be made at each business meeting of the club and approved by the club. The Treasurer’s Book provides instructions and it would be beneficial for the treasurer to also have the Leader’s Guide to the Treasurer’s Book. (See sample monthly record on following second slide) Electronic bookkeeping is also acceptable.
When funds are received by the club, a receipt should be issued. In the case of funds from a raffle, bazaar, etc, one receipt in the file indicating the total amount is acceptable.
When reimbursements are made, be sure to indicate what they are for and to cancel out any receipts submitted by indicating date paid and check number.