Marion County 4-H Annual Financial Statement

Marion County 4-H Annual Financial Statement

ALL 4-H Advisories, Committees and Clubs must complete this form even if you have no income and/or are not

planning to have a group for the upcoming 4-H year. Contact Melanie at the Extension office if your group has money saved and is disbanding this year.

Complete only lines with an asterisk*

*Check one: Club has funds. Complete both sides of report & attach copy of September 30, 20__ bank statement.

Club has no funds.

DUE: November 1st each year

*Date: ______Return to: OSU Extension Office 3180 Center Street NE

Salem, OR 97301

Contact Person or

*4-H Group Name ______Key Leader Name ______

*Address ______

Street City State Zip Daytime Phone

We, the undersigned, do hereby swear that the information contained herein is true and correct to the best of our knowledge.

*Signed ______*Signed ______

(Treasurer or Secretary) (Club Leader or Committee/Advisory Chair)

Beginning account balance as of October 1st, 2011 $______(A)

Income and Expenses from October 1st to September 30th:

INCOME EXPENSES

Registration, entry & project Member benefits paid from the

Fees (group activities, shows, camps, treasury/account (project and

Jackets, insurance, stalls, entry fees, club activities, field

reimbursements) $ ______trips, t-shirts, etc.) $______

Club dues $ ______Supplies & equipment $ ______

Monetary donations $ ______Fundraising expenses $ ______

Grants $ ______Insurance $ ______

Fundraising activities $ ______Postage $ ______

Interest from bank accounts $ ______Printing $ ______

Commodity Donations (value) $ ______Bank fees $ ______

Other______$ ______Equipment purchased______$ ______

______$ ______Other______$ ______

______$ ______$ ______

Total Income $ ______(B) Total Expenses $ ______(C)

Ending account balance on September 30th, 2012 $ ______(D)

Note: (A)+(B)-(C)=(D) Please check your math!

4-H Account Activity Record

The financial institution MUST call Marion County Extension office (503-373-3767) for the Federal EIN (tax I.D.) number to be used for your club’s account.

Does your group have:

_____ checking account

_____ savings account

_____ other (specify cash box, coffee can, or NO FUNDS) ______

The group’s bank account is with:

Bank Name ______Account Number ______

Address, City, State, Zip ______

Phone ______

The authorized signer (s) on the account include:

______

Name Phone

______

Name Phone

Is your account using the Leader’s Association tax I.D. number? _____ Yes _____ No

Do you conduct a yearly review? _____ Yes _____ No

Have you ever conducted an account review? _____ Yes _____ No

Does your group own materials, equipment, property or other assets that have been purchased with funds you raised in the name of 4-H? (i.e., fair decorations, show equipment, parade tack, etc.) _____Yes_____No

If so, please describe:

Instructions

Marion County 4-H Annual Financial Statement

Please read entire instructions before filling out Report.

History: Marion County 4-H Leaders Association is the non-profit parent of our county 4-H program and is accountable to the state and federal tax services for all the monies raised and spent by county advisories, clubs, and committees. The Financial Statement you complete is part of our tax records and is a legal document.

Please work through this form carefully and be as accurate as possible about your group’s income and expenses. Be sure to save documentation (bank statements, receipts, etc.) with your other 4-H records.

Make a copy of your current Financial Statement for your records. You will need it for next year.

Use a calculator to check your math. Round numbers to the nearest whole dollar.

You may use other categories to list items you have questions about, but you may find the following information helpful.

Below are common items that show up on our reports:

INCOME

(Registration, entry & project fees, etc.) are monies collected for group activities such as entry fees for shows, trail rides, camps, club t-shirts or jackets, insurance, fees for straw for stalls, play days, reimbursements, and other activities

(Club dues) are yearly, monthly, weekly dues your club collects from each member that go into the general treasury, but not toward any particular activity

(Monetary donations) are donations of money by cash or check given to support your whole club. Donations cannot be directed for the benefit of any particular members. Money collected to buy trophies. Prize money won. Sponsorships.

(Grants) are monetary donations, usually from a charitable group or a business. Most money given to clubs is considered regular donations. Grants usually require an application process and a follow-up report.

(Fundraising activities) the gross proceeds from all fundraisers held during the year

(Commodity donations) report the approximate value of items (paper, hay, fabric, but not money given to buy items) donated to your club

(Other)

EXPENSES

(Member Benefits) paid from the treasury/account. Project fees, publication fees and purchases, educational materials, entry fees, stall fees, straw fees, field trips, t-shirts and jackets, awards, gifts of appreciation for judges or officers or leaders, donations to other charities, purchases for donations –such as Christmas baskets, baby clothes-, trophies, decorations, snacks, money to support community service, tack boxes, banners. Almost all money your club spends will be for member benefits.

(Supplies and Equipment) this relates more to the expenses of running a non-profit, and would include office supplies and computers, etc. Supplies such as food for project animals, or grooming equipment are member benefits. Most clubs would not have entries here.

(Fundraising expenses) the actual total expenses of all your fundraisers for the year: Cost of candy bars, soap and rags for carwash, expenses for putting on a show that raises money. Do not include postage

(Insurance) Total any insurance paid out for members during the year.

(Postage) Include any postage used for fundraising

(Printing) You are unlikely to have printing expenses. Camp flyers or show notices may be listed here.

(Bank Fees) Any fee from the bank: monthly fees, overdraft fees, deposit fees, etc. Bank checks

(Other) Bookkeeping. Most items listed here by clubs belong under member benefits.

Fill out the second side of the report completely if you have any money. Each year is kept with the IRS report and needs to be complete. Please have current phone numbers available.

Any club or committee with a bank account must have a Financial Agreement with the Leaders Association on file. It does not need to be completed each year, but must be kept up to date.

4-H Fundraising Activities

Whenever your group is involved in ANY FUNDRAISING ACTIVITY, it is required that you submit a completed “4-H Fundraising Activity Proposal” to the Extension Office at least two weeks prior to the activity. (Refer to Marion County Leaders Assoc. Fundraising Policy)

Marion County 4-H Leaders’ Association

Club Banking and Financial Statement Agreement

Marion County 4-H Leader’s Association is a non-profit, charitable corporation under the rules of the State of Oregon Department of Justice and the IRS Uniform Code [501(c)3]. As such, we must file accurate financial reports, each year. Our fiscal year is the same as 4-H Club year,

October 1st through September 30th.

Any 4-H Club maintaining a checking or savings account must use the tax ID number of the Marion County 4-H Leaders’ Association. No accounts may be maintained under the social security number of a member or leader. The effect of doing so would be to transfer money to a private party. This is illegal under the revenue code and against 4-H policy.

All Clubs and Development Committees must file a financial report with the Leaders’ Association by November 1st of each year, along with a copy of their bank statement covering the period of September 30th. Clubs disbanding must sign a final report and dispose of remaining funds according to 4-H policy. If the signers are changed, the name of the club or account is changed or the account is turned over to another club, you must notify the 4-H Office immediately. It is your duty to retain copies of your financial reports as well as all bank records and receipts.

In order to receive permission to use the tax ID number we must have the following information, as well as signature(s) indicating you have read this agreement and agree to its terms.

Name of account: ______

Name of Bank: ______Ph # ______

Signers on account:

1. ______Ph # ______

2. ______Ph # ______

3. ______Ph # ______

I HAVE READ THE ABOVE AND AGREE TO ITS TERMS. I understand that failure to

follow this agreement could result in withdrawal of permission to have a 4-H bank account. I further understand that if permission is revoked, the Leaders’ Association may withdraw any remaining funds and place such funds in the 4-H Foundation Endowment Fund for Marion County.

Signed______Date ______

Signed______Date______

Signed ______Date ______

Please retain a copy of this agreement for your records.