ASSOCIATION OF

INTERMOUNTAIN

HOUSING OFFICERS, INC.

Conference Host Financial Responsibilities

Original Source: AIMHO Treasurer Manual

(Revised: July 1 2009)

TABLE OF CONTENTS

ACCOUNTS

INCOME

CORPORATEPARTNERS

TAX IDENTIFICATION NUMBER

1099’s

ACCOUNTS

When a new treasurer takes office, they will need to be added as a signer and given electronic access to the following accounts:

  • AIMHO Conference Checking Account (Account # 7986657216) This is a non-profit checking account for all expenditures and receipts for the annual conference of the Association. The Treasurer, Chair of the current Host Committee, President and Past President are signers on this account.
  • RAppin’ Conference Checking Account (Account # 8198395496) This is a non-profit checking account for all expenditures and receipts for the annual RAppin’ Conference sponsored by the Association. The Treasurer, Chair of the current Host Committee, President and Past President are signers on this account.
  • All AIMHO Bank Accounts are with Wells Fargo Bank, NA. On-line banking functions (receipt of monthly statements, transfers between accounts) are accessible only to the Treasurer. To reduce charges to the Association, all three accounts have on-line (v. paper) statements that are generated at the end of each month. The Treasurer saves these electronic statements and forwards the Conference Account statements to the Conference Chair as appropriate (e.g. when there has been activity).
  • You will visit your local Wells Fargo Branch to do the following:
  • Make Deposits
  • Dispute bank charges (as they may occur)
  • PayPal Account AIMHO has a Pay Flow Pro Merchant Account through PayPal for the purpose of receiving credit/purchasing card payments for annual dues and registration for the annual AIMHO and RAppin’ Conferences and associated institutes (e.g. AIMHOCollege and SHO Institute which are invoiced directly from PayPal following selection for the institute). Because there is a monthly fee ($30) in addition to the per transaction fee (2.2 to 2.9% + .30 USD, based on volume), the PayPal account is only activated from July 1 – November 30, annually. The account is reactivated by calling PayPal at 888.883-9770.

INCOME

AIMHO Association sources of income include membership dues, Corporate Partner contributions, interest yielded from Time Accounts and incidental income generated in excess of expenses for the AIMHO and RAppin’ annual conferences.

No income should be deposited into Host or Treasurer home campus accounts at any time, for any reason. All checks, cash and credit card payments should be deposited into the Conference or Association Account within one week of receipt of payment.

Membership Dues

The Treasurer will deposit membership dues received from institutions in the region as they arrive and maintain an up-to-date list of member schools, payments and contact information for each member school (in collaboration with the State Liaison). Membership Dues paid by Credit or P-Card presently have PayPal fees deducted from the payment. Effective with Dues Year 2010-11, an E-commerce surcharge (amount to be determined) will be added to all credit card payments. Payments by check or cash will receive a cash discount from the computed total.

Corporate Partner payments

(See Corporate Partner section and Attachment I for more details) Corporate Partner payments by check are received by the Host Committee and deposited into the AIMHO Conference Host Account. Corporate Partner payments by credit card are received through AIMHO’s PayPal account and transferred to the Host Committee Account by the Treasurer. The Corporate Partner Committee is expected to generate funds in conformance with the Annual Budget of the Association from conference exhibiters. A pre-determined amount of the Corporate Partner Income is maintained by the Association as part of the annual operating budget. Corporate Partner payments for meals beyond those included in their base package are deposited with the Host Committee as meal payments and accounted for under this area in the Conference Host Budget.

Conference registration

Each Conference Host Committee is responsible for creating, updating and sharing a database of all registrants for the conference and payments received. The Conference Host Committees accepts conference registration payments by check and deposits them directly into the Conference Host Account. The Treasurer will transfer conference registration fees paid by credit card via PayPal to the Conference Host Account and will track all PayPal fees associated with each transactions for the budget and for reimbursement to the Host Committee (if needed). The Treasurer will record conference registration revenue in QuickBooks and is responsible for the reconciliation of these funds with the database maintained by the Host Committee.

REFUNDS – Refund requests typically go to the HOST, but the Treasurer can also do a refund directly from PayPal IF the funds have not yet been deposited into the Conference Host Account. All refunds should be directed to the entity making the original payment (institution or individual).

RECEIPTS – A receipt of payment is automatically generated by PayPal and the AIMHO payments website (currently hosted by UNC Conference Services). Institutions will sometimes request a receipt from the Treasurer that shows the number of the Credit Card used to make payment. Due to the secure nature of PayPal, neither the Treasurer nor UNC Conference Services ever sees or receives the credit card number or any portion thereof. Institutions requesting a receipt showing the credit card number used for payment will need to contact PayPal Directly. The Host committee should also be prepared to generate receipts when requested at the Conference check-in area of the Conference.

Corporate Partner Payments:

  • Corporate Partner Payments may be received by the Host Committee via checks and deposited into the Conference Host Account starting in mid-March. Corporate Partnerships are renewed for the Fiscal Year, May 1 – April 30.
  • The Treasurer will activate the PayPal Account from July 1 – November 30 to receive Credit Card payments
  • If requested, the Treasurer can invoice Corporate Partners directly from PayPal if the Conference Registration page is not yet available.
  • Most Corporate Partner payments are received prior to October 1
  • See related section on Corporate Partners

Annual Conference Budgets:

  • The Treasurer will communicate with annual Conference Host Committees for AIMHO and RAppin’ to discuss Association support of the Conference and expectations for managing all funds associated with conference. A Conference Host Budget Template will be provided for the incoming Host Committee along with the most recent Conference Host final budget report (see Attachment H)
  • Conference Registration payments can be received starting on July 1, but most are received from mid-September through mid-October.
  • Monitor/reconcile all payments through PayPal. You will receive an e-mail each time there is a transaction. When the payment was made through the Conference Registration Page, three e-mails will be generated for each payment.

CORPORATE PARTNERS

The purpose of AIMHO’s Corporate Partners program is to engage and attract a large group of diverse vendors to each annual conference and provide them with appropriate opportunities to connect with individuals and institutions affiliated with AIMHO. Our Corporate Partners generously provide financial support that not only defrays the cost of the annual conference, but also funds many association programs and projects.

The Treasurer is responsible for the following activities related to the Corporate Partner Program:

  • Serve as the Executive Committee Liaison to the Corporate Partner sub-committee of the annual Host Committee
  • Clear articulation with the Host Committee of minimum expected fund generation via the Corporate Partner Program (FY 2009-10 - $30,000; FY 2010-11 - $35,000) and defined expected transfer to the Association Budget (FY 2009-10 - $8000; FY 2010-11 - $13,000)
  • Consult with the CPA annually to insure that all practices associated with the Corporate Partner program conform to IRS guidelines
  • Ensure the timely contact of prospective Corporate Partners with respect to planning for the annual conference and financial year
  • Oversight of inclusion of Corporate Partner links, advertisements and contact information in the conference proceedings, on the Association website and through the AIMHO Angle Newsletter
  • Share suggestions for enhancement of the Corporate Partner Program (including Fair and Luncheon) with the Host Committee
  • Track all monies received through the Corporate Partners Program and make transfers to the Association bank account, as appropriate
  • Track new, renewing and non-participating Corporate Partners to generate a multi-year overview

Current Corporate Partner support levels are as follows:

Support Level / Contribution
Platinum / $ 4,000.00
Gold / $ 3,250.00
Silver / $ 2,500.00
Bronze / $ 2,250.00
Patron / $ 1,250.00

A copy of the most recent Corporate Partners packet and Corporate Partner Fair planning documents is contained in Attachment N.

TAX IDENTIFICATION NUMBER

The AIMHO federal Tax Identification Number is 87-0482861. This number is used often by the Treasurer and institutions being invoiced for dues will frequently request that a copy of AIMHO’s W-9 (see Attachment D) to be filed with their purchasing office prior to allowing payments. W-9’s can be downloaded from the IRS website ( and the current treasurer should do so at the start of each Fiscal Year. Signing and scanning this form will ease requests certain to come. (See Attachment C for example).

1099’s

IRS Form 1099’s (Miscellaneous Income) are generated for any person paid more than $600 by AIMHO for a service (not reimbursement, not companies; Scholarships are also not subject to reporting via IRS Form 1099.) These individuals are typically keynote speakers, our accountant, and entertainers engaged for the annual conferences. The Treasurer will request that all such individuals complete an IRS Form W-9 (may be downloaded from prior to issuance of any payment so that necessary information (name, home address, SSN or TIN, Amount Paid, Reason for Payment) to generate a 1099 at calendar year end (December) is on file. In December, the Treasurer should visit their local IRS Office to request IRS Form 1099’s for each individual paid over $600 in the prior year and one 1096 form (Annual Summary and Transmittal of US Information Returns). These forms are not available via download in that they are controlled by the color of the form. Once the forms are received, 1099’s and the 1096 can be generated via QuickBooks (see Attachment H Quick Books Quick Use Guide).

The completed 1099’s will be sent directly to the individuals after they have been prepared, with copies to the Internal Revenue Service and one to be maintained by the Treasurer.