Sierra Club 2012 Year-End Financial Statements Due March 13, 2013

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 2012 Year-End Financial Statement forms, instructions and cover letters to all Chapter Treasurers for the Consolidated, Chapter-only, Group/Activity Sections, and PACs (Political Action Committee) year-end reports.

All financial statement forms can be found on the finance page on Clubhouse:http://clubhouse.sierraclub.org/administration/finance/chapter/ch_fs/2012fs.aspx

username: clubhouse 
password: explore 

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 13, 2013.  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 chapter.finance@sierraclub.org after mailing the hard copies to National.  

If you are a Chapter Treasurer and did not receive these forms please email Marlena Lee atmarlena.lee@sierraclub.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 me the new treasurers contact information so the Finance Department can welcome and offer support to them 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 13, 2013. 

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 Monday, December 24^thuntil Tuesday, January 1st.  We will be available for questions through December 21, 2012 and starting January 2, 2013. 

We hope you have a wonderful holiday season! 

Thank you, 

Marlena Lee
Financial & Compliance Analyst
Sierra Club
415-977-5501
415-977-5791 fax
85 Second Street, Second Floor 
San Francisco, CA 94105-3459 

Explore, enjoy and protect the planet 

Save the Date! 2013 Treasurer Training

Save the Date 2013 TREASURER TRAINING 
May 30-June 1, 2013
Sierra Club - 85 Second Street, San Francisco 
 =================================================================

Hi Chapter Treasurers!

Save the Date! The 2013 Treasurer Training will be held from Thursday, May 30^th through Saturday June 1^st, 2013.  We are excited for this great event and hope you will be able to attend.  The training is a great opportunity, especially for new treasurers, to meet National staff, meet and share information with other chapter treasurers, to learn more about Club Finances and procedures and to gain more information about theday-to-day tasks of a chapter treasurer.  Please contact me if you have any questions. The invitation for this event will be sent in early March.

 

IRS FORM 1099 REPORTING for 2012 due *1/15/13*

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 services performed for the period 1/1/12 through 12/31/12.

If you have questions, please reply to me (Jean Davis) 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 15, 2013 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: 
Name
Address
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:
Jean Davis
Sierra Club
85 Second Street, 2nd Floor
San Francisco, CA 94105
-OR- Fax: Jean Davis (415) 977-5791
-OR- Email: jean.davis@sierraclub.org

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.

•  
  JD (Jean Davis)
  Lead Accounts Payable
  
  415-977-5514
  Proudly represented by
  The Sierra Employee Alliance-SEA
UAW Local 2103

2013 Chapter Affecting Memo Now Available

To: Chapter Chairs and Treasurers, Council, Board of Directors, Finance Committee, Audit Committee
CC: Selected Staff

The 2013 Sierra Club Budget & Chapter Allocations have been approved by the BOD. 
You can find the Chapter Affecting Programs Memo and allocation estimate worksheets on Clubhouse at:
http://clubhouse.sierraclub.org/administration/finance/chapter/chapter-affecting.pdf 

 At the link you will find a .pdf file containing the following:
1. Chapter Affecting Memo, 
2. Funding Allocation Estimate Worksheet A, 
3. Bequest Pool Allocation Estimate Worksheet B, and
4. Bridge c(3) Bequest Pool Allocation Estimate Worksheet C.

Please let me know if you have any questions. Our offices will be closed Thursday and Friday and will reopen Monday. 

I hope everyone has a Happy Thanksgiving!

Thank you,

Adrienne Frazier

Director of Financial Analysis and Risk Administration

Sierra Club

(415) 977-5569

Explore, enjoy and protect the planet

Sierra Club 2011 Chapter Treasurer Questionnaire - Due July 20, 2012

Hello Treasurers, 

We hope you all are having a great start to the summer! 

Attached is the 2011 Chapter Treasurer Questionnaire from the Chapter Treasurer Assistance Support Team (CTAST). We know that there are parts of the year-end financial reporting process that are working well, and we are also aware that there are areas that need improvement.  In order to improve the way we do things at the Sierra Club feedback is essential.  

In an effort to hear back from ALL of you, each treasurer who responds by July 20, 2012 will be included in a drawing to receive a copy of the Sierra Club’s 2013 Wilderness Calendar!  Five names will be drawn!

Please fill out the survey in one of the following ways by July 20, 2012: 

1. Complete the survey on Survey Monkey at the below link: 
http://www.surveymonkey.com/s/2011_Treasurer_Survey

 
Or: 

2. Complete the attached survey and return by July 20, 2012 through email, mail, or fax:

marlena.lee@sierraclub.org

 

February Newsletter Now Available

Hi Treasurers! 

We hope you are all having a wonderful week.  The February issue of "The Compa$$," a quarterly chapter treasurer newsletter, is now available on Clubhouse: http://clubhouse.sierraclub.org/administration/finance/newsletter.aspx  A copy is also attached to the email. 

February's issue is dedicated to Year-End financial statements, collecting group reports and other important tasks in February and March, all very useful information.

We encourage you to take a minute and look this over.  We welcome feedback and suggestions for future issues. 

Thank you and have a wonderful Presidents' Day weekend! 
 
The CTAST 
Chapter Treasurer Assistant Support Team 

Sierra Club 2011 Year-End Financial Statements Due March 14, 2012

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 2011 Year-End Financial Statement forms, instructions and cover letters to all Chapter Treasurers for the Consolidated, Chapter-only, Group/Activity Sections, and PACs (Political Action Committee) year-end reports.

All financial statement forms can be found on the finance page on Clubhouse: http://clubhouse.sierraclub.org/administration/finance/chapter/ch_fs/2011fs.aspx

username: clubhouse 
password: explore 

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 14, 2012 to avoid penalties.  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 chapter.finance@sierraclub.org after mailing the hard copies to National.  

If you are a Chapter Treasurer and did not receive these forms please email Marlena Lee at marlena.lee@sierraclub.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 me the new treasurers contact information so the Finance Department can welcome and offer support to them 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 15th, 2012. 

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 Friday December 23^rd until Monday, January 2^nd.  We will be available for questions throughDecember 22, 2011 and starting January 3, 2012. 

 

IRS FORM 1099 REPORTING for 2011 due *1/12/12*

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 1/1/11 through 12/31/11.

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 12, 2012 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: 
Name
Address
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:
Jean Davis
Sierra Club
85 Second Street, 2nd Floor
San Francisco, CA 94105
-OR- Fax: Jean Davis (415) 977-5791
-OR- Email: jean.davis@sierraclub.org

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.

November Newsletter now available

Hi Treasurers! 

We hope you all had a wonderful Thanksgiving break! The November issue of "The Compa$$," a quarterly chapter treasurer newsletter, is now available on Clubhouse: http://clubhouse.sierraclub.org/administration/finance/newsletter.aspx A copy is also attached to the email. 

November's issue is dedicated to new reporting requirements for fundraising events, dividing treasurer duties, and 1099 reporting, all very useful and helpful information.

We encourage you to take the time and look this over.  We welcome feedback and suggestions for future issues. 

Thank you and have a wonderful week! 

The CTAST 
Chapter Treasurer Assistant Support Team 

Chapter Affecting Programs Memo for 2012

To: Chapter Chairs and Treasurers, Council, Board of Directors, Finance Committee, Audit Committee
CC: Selected Staff

The 2012 Sierra Club Budget & Chapter Allocations have been approved by the BOD. 
You can find the Chapter Affecting Programs Memo and allocation estimate worksheets on Clubhouse at:
http://clubhouse.sierraclub.org/administration/finance/chapter/chapter-affecting.pdf 

At the link you will find a .pdf file containing the following:
1. Chapter Affecting Memo, 
2. Funding Allocation Estimate Worksheet A, 
3. Bequest Pool Allocation Estimate Worksheet B, and
4. Bridge c(3) Bequest Pool Allocation Estimate Worksheet C.