12:18 PM (20 hours ago)
The July Statement of Activity has finally been uploaded to your QuickBooks Online account. The new software used to upload the chapter funding allocation entry uses account names to map the information to the respective accounts. Please DO NOT edit account names or account numbers. National will be sending out a revised chart of accounts in the coming weeks. As a reminder, please do not make any changes at this point. Please review the journal entry with the Chapter Funding reports for accuracy and include applicable departments and class codes. Please let me know if you have any questions.
Learn more about:
Check out the following interesting and informative articles by Dr. Gus Benner (and others) in the Medical Library.
3:32 PM (1 hour ago)
The June issue of "The Compa$$," a quarterly chapter treasurer newsletter, is now available on Clubhouse:http://clubhouse.sierraclub.org/administration/finance/newsletter.aspx
June's issue provides first-hand experience on what to expect if your chapter is selected to be audited by National's external auditors. There is also helpful information about creating a chapter finance committee. As always, we welcome feedback and suggestions for future issues.
Have a wonderful 4th of July weekend!
Chapter Treasurer Assistant Support Team
ICO Name Change | Welcome Knoxville ICO | ESR training: 6/26/14 5pm PT |
ICO Chair Training 10/31/14 - 11/2/14 | OARS for quarterly insurance |
Calling for Inclusion | July vacations
On the weekend of May 17th, 12 Sierra Club Outdoors volunteers and partners met in Hampton, GA for our inaugural Outing Leadership Training-For-Trainers. This T4T was our first step towards reaching a new Sierra Club Outdoors goal of training 600 new volunteer trip leaders who will connect 3000 participants to the outdoors by the end of 2015.
Volunteer representing local Sierra Club Chapters, Inner City Outings, Military Outdoors program and partners from GirlTrek (a national organization that inspires and supports African American women and girls to live their healthiest, most fulfilled lives - simply by walking) came together to practice teaching core Outing Leadership Training 201 training sessions to their peers. Each trainer commited to facilitating two workshops this year: one for their own group and one for another group. Not only will more people get the training they want, but a larger community of leaders will grow.
The trainers in training hailed from Colorado, Connecticut, Florida, Georgia, Illinois, Maryland, North and South Carolina, Maryland and Washington, DC. Each brought their breadth and depth of personal trip leadership and group facilitation experience to create a powerful weekend of learning for all!
Check out Joshua Brandon's (the Sierra Club's Military and Community Outdoor Recreation Organizer) white paper on "Working with the Military Community" and call notes from our first in our Continuing Education Call Series.
If you have a topic you are interested seeing discussed (especially if you would like to help run it!), please contact Sascha Paris (firstname.lastname@example.org) or Mark Walters (email@example.com).
Come join us May 16-18, 2014 in Hampton, GA for our first Training for Trainers!
Sierra Club Outdoors has set a goal of training 600 new Outing Leaders who will connect 3000 new participants on Outings by the end of 2015. In order to accomplish this ambitious goal, we need to develop an energetic, regionally diverse pool of trainers who are able to facilitate high quality OLT 101, OLT 201 and Basic First Aid trainings.
Are you excited about taking part in this ambitious goal of connecting the public to the great outdoors? Are you interested in developing your presentation and facilitation skills? Are you able to conduct at least two OLT 101 or 201 regional trainings annually for the next two years? Then this training may be for you!
To learn more and apply! APPLICATIONS ARE DUE APRIL 15!
Learn to lead the trips you see in the Sierra magazine! We are running a lodge-based National Training Trip running this August at Sierra Club's own Hutchinson Lodge. To learn more about the five-month pre-trip homework and the five-day trip (and apply), visit: August 20-24 at Hutchinson Lodge in Norden, CA (First homework is due in April.)
Our new Sierra Club Outdoors website, new background screening service, Scholarship opportunities for teens and adults this summer, using OARS for insurance data entry, and reminder that Sierra Club Financial reports are due 2/12/14.
Space is available on a WFA at the California Alpine Club May 8-9, 2014. This course is being hosted by the CANVOS subcommittee. Food and lodging option is available. To learn more and register, visit the brochure.
National Outings (the program that runs the trips in the Sierra magazine) is offering two backpack Training Trips - one in the Northwest and one in the Southwest. To learn more about the five-month pre-trip homework and the five-day trip (and apply), visit:
Do you lead others on trips in remote outdoor settings? Learn and practice your skills in the recognition, assessment and treatment of medical emergencies in the beautiful Sierra Nevada (and stay at the Sierra Club's famous Clair Tappaan Lodge in Norden, CA). Instruction, food and lodging are available for both courses. To learn more and register:
From: Marlena Lee <firstname.lastname@example.org>
To: Chapter Treasurers and Chairs
CC: Finance Committee, Audit Committee, and Chapter Treasurer Assistance Support Team
Happy Holidays Everyone!
It's that time of year again! We sent the 2013 Year-End Financial Statement forms, instructions and cover letters for the Consolidated, Chapter-only, Group/Activity Sections, and PACs (Political Action Committee) to all Chapter Treasurers yesterday.
All financial statement forms can be found on the finance page on Clubhouse: http://clubhouse.sierraclub.org/administration/finance/chapter/ch_fs/2013fs.aspx
We entered beginning balances and linked the chapter and consolidated forms for each chapter, so please use the emailed version of the chapter and consolidated files.
Hard copies of all the forms are due to National on March 12, 2014. Please note that the due date is the date everything must arrive at National, not the postmark date. Please send electronic versions of the consolidated and chapter-only excel files to email@example.com after mailing the hard copies to National.
If you are a Chapter Treasurer and did not receive these forms please email Marlena Lee at firstname.lastname@example.org.
If you are a Chapter Chair and have a new treasurer that is not listed in WILD please ensure the new treasurer receives all financial statement forms, instructions, and letters. Please also send the new treasurer’s contact information so the Finance Department can welcome them and offer them support through the financial statement process.
The ICO financial statements were SENT directly to ICO Treasurers. We asked the ICO Treasurers to complete their financial statements and send them to the Chapter Treasurers by February 12, 2014.
Please do not hesitate to contact me if you have any questions. We appreciate all your hard work and dedication.
The National office will be closed from Tuesday, December 24thuntil Wednesday, January 1st. We will be available for questions through December 23, 2013 and starting January 2, 2014.
We hope you have a wonderful holiday season!
PLEASE NOTE: This message is intended for chapter/field office treasurers re: 1099 payments made to independent contractors/legal firms outside of headquarters (and not including payments to employees or volunteers).
This is a reminder for the period 1/1/13 through 12/31/13.
If you have questions, please reply to me individually and not the entire list. Thanks!
IRS FORM 1099 REPORTING
TO: Chapter Treasurers, RCC Treasurers and Field Offices
FROM: Jean Davis, Finance Department
One of the requirements of year-end reporting is to submit to the national Finance Department a list of individuals (excluding employees and volunteers) and unincorporated companies to whom you have made direct payments totaling $600 or more for services rendered during the calendar year. These services/expenses would include, but are not limited to, all consulting fees, commissions, speaker fees, honoraria or awards, rent payments not paid by headquarters, royalties, permission payments for use of photographs, and any other non-employee compensation. All payments for legal services, including settlements and reimbursements of expenses, regardless of whether they were provided by an individual, partnership or corporation, must be reported if they totaled $600 or more. We are required to disclose this information to the IRS on separate Form 1099's; a copy of each is sent to the respective individual, partnership or corporation.
This list must be submitted no later than January 13, 2014 in order for Sierra Club National Office to send out 1099 forms by the federally mandated deadline. Failure to comply may result in penalty payments levied by the IRS. If penalties are assessed, these charges will be allocated to the entity that failed to meet this deadline. You may email, fax or send regular mail, but do not miss the deadline or your payees will not be able to file their taxes in a timely manner.
To make it easier to report 1099 info to headquarters at year-end, it is recommended that you track 1099 payments on a spreadsheet throughout the year. To make this easier, we've created a sample spreadsheet for you to use. The spreadsheet is available in pdf format on the Finance area of the Staffnet Site on the extranet, and also in the Clubhouse, under Money/Finance Dept. If you'd like us to email a copy of the Excel version of the file (or a list of 1099-related FAQ's), please contact Jean Davis in AP. You should always get all necessary tax info from the vendor before you issue any payments, as it is often more difficult to reach vendors at year-end to gather any missing info.
If you have any questions about whether 1099 reporting is required for some specific entity activity, please call Accounts Payable for assistance at (415) 977-5514.
The required information is as follows:
Social Security Number (or Taxpayer Identification Number)
Description of Services
Total Amount Paid for Services *
Total Amount Paid for Expenses *
*Please note that the amount paid for services should not include payments made as reimbursement of expenses. You must separate these amounts for 1099 reporting purposes.
Submit (with your name and phone number) to:
85 Second Street, 2nd Floor
San Francisco, CA 94105
-OR- Fax: Jean Davis (415) 977-5791
-OR- Email: email@example.com
If you have any questions regarding 1099 reporting, please contact Jean Davis at (415) 977-5514.
Thank you for your cooperation and promptness regarding this matter.
To: Sierra Club Leaders and Staff
From: David Scott, President
Following a 6-month review of the Club's civil disobedience policy, the Board of Directors decided on November 16 to make some changes to its standing rule on civil disobedience and to make it clear that future exemptions to the policy can be granted by the Board, as it did earlier this year.
The changes to the standing rule remove restrictions on reporting on civil disobedience in Club publications and allow for the Club to support rallies, protests and other events where a subset of participants may engage in civil disobedience.
What follows is a copy of the Board resolution and the Standing Rule amendment adopted 11/16/13. It is followed by a Frequently Asked Questions section. If you have any additional questions feel free to contact Bruce Hamilton at firstname.lastname@example.org.
The 2014 Budget and Chapter Funding Allocation has now been approved by the Board of Directors and you find the final Chapter Affecting Programs Memo and allocation estimate worksheets at the below link on Clubhouse. There were no changes made to the preliminary version which was sent on November 4, 2013.
Background screening changes in 2014 | Q4 insurance due 1/5/14 | OARs for insurance in 2014| Outings Trainings in 2014 | Train the Trainer| Holiday Office Closures
Annual Reports | Best Practice: Recognition and Retention | Donations to TSCF | Q3 Insurance due 10/5/13 | Debra out of the office
You can now find the preliminary Chapter Affecting Programs Memo and allocation estimate worksheets at the below link on Clubhouse. Please note that the memo and worksheets are based on the draft national 2014 Budget, as recommended by the Club’s Finance and Risk Management Advisory Committee, and to be considered for adoption at the Board of Director’s meeting on November 16th, 2013. This memo, distributed per request from the Council of Club Leaders, is intended to provide preliminary budget-affecting numbers in early November, so as to aid in the chapter budgeting process. A final chapter affecting memo will be sent later this month after final adoption of the national 2014 budget.
The September issue of "The Compa$$," a quarterly chapter treasurer newsletter, is now available on Clubhouse, a copy is also attached to the email: http://clubhouse.sierraclub.org/administration/finance/newsletter.aspx
September’s issue provides information on non-cash donations and chapterbudgeting. We welcome feedback and suggestions for future issues.
Thank you and have a wonderful week!
Chapter Treasurer Assistant Support Team
Chapter Funding has developed a new c3/c4 compliance phone
training which is specifically tailored to new staff.
Who this call is for:
Staff who work on c3 projects
Staff who work on c3 and c4 projects
Staff who code time to multiple projects
What is covered in the call:
The basic differences between c3 and c4 funds
Why it is important to know the difference
How to use c3 funds correctly
How to code your staff time correctly based on c3/c4 rules
Details about the training:
It is an approximately one hour phone training. I can
schedule these anytime it is convenient for you,
but the next one is scheduled for
October 23 at 2 pm Pacific time.
Please rsvp to attend and I will send out
more information about the call. If you would
like to attend this training, or
schedule this training at a different time,
please contact Catherine Butler,
The summer has flown by, and we're nearing the end of August already. That can only mean one thing: the State of the Chapters Surveys are due soon! We need chapter leaders' help in completing the picture of our 63 chapters so that we can showcase what chapters contribute to the Sierra Club at the September Annual Meeting.
Go to http://clubhouse.sierraclub.org/people/chapters/chapter-assessment/ to access the 2013 Chapter Worksheet and the link to submit your data. All instructions and materials are available on this web page. Members of the State of the Chapters Support Team will be checking in with each Chapter Chair.
We have added built-in formulas into this excel form that will calculate the total expenses and revenue (if any) of your event. Please use the updated form that is available on our forms and instructions page on Clubhouse.
Please let us know if you have questions about the form or anything else related to your 501c3 funds.
We found an error in our Fundraising reimbursement request form. The excel document was not programmed to round the 501c3 percentage correctly. We have fixed that now, so please use the updated form that is available on our forms and instructions page on Clubhouse.
Please let us know if you have questions about the form or anything else related to your 501c3 funds.
Email clubhouse[at]sierraclub.org with story ideas and general questions about the blog.
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