Disabled American Veterans Department of Alabama Mid-Winter Training Seminar

DisabledDisabled American American VeteransVeterans

Department of AlabamaDepartment of Alabama

Mid-Winter Training SeminarMid-Winter Training Seminar

“Made up exclusively of men and women disabled in our nation’s defense, the Disabled American Veterans is dedicated to one, single purpose — building better lives for all of our nation’s disabled veterans and their families. This mission is carried forward by:• Providing free, professional assistance to veterans and their families in obtaining benefits and services earned through military service and provided by the Department of Veterans Affairs (VA) and other agencies of government;• Providing outreach concerning its program services to the American people generally, and to disabled veterans and their families specifically;• Representing the interests of disabled veterans, their families, their widowed spouses and their orphans before Congress, the White House and the Judicial Branch, as well as state and local government;• Extending DAV’s mission of hope into the communities where these veterans and their families live through a network of state-level Departments and local Chapters; and• Providing a structure through which disabled veterans can express their compassion for their fellow veterans through a variety of volunteer programs.”

DAV MISSION STATEMENT

Remember the DAV Mission Statement in all you do – it is why we all serve!Know your oath & live by it!

TREASURERTREASURER

TREASURER RESPONSIBILITIESTREASURER RESPONSIBILITIES

• The Treasurer is responsible for the duties related to the income, disbursement, investment, documentation and reporting of all Chapter funds, in accordance with the Chapter, Department and National Constitution and Bylaws. In addition, the Treasurer is responsible for maintaining a property asset value listing..

TREASURERTREASURER

INCOMEINCOME• Income is derived from various sources and may be in the form of monies or property. The disposition of monies or property, how it is documented and how it is reported depends on its source and intent.

1. Dues from National: This is handled via direct deposit to the Chapter Checking Account. The Chapter will be notified by letter from National on the exact amount to be deposited and when. This is normally a deposit in July and January. These funds may be used for general Chapter expenses. Documentation is on the Income Ledger and monthly report if required.

INCOMEINCOME

2. Fund Raisers: Fund raiser events are approved each year by the Department following a proposed listing being submitted by the Chapter Commander or Adjutant. Approval is required if the net income is expected to be greater than $5000.00. With all other fund raisers, if any, the Department Adjutant must be notified at least 30 days prior to the event. It is always best to list all of the fund raisers your Chapter plans on having for the upcoming year. That way the Department is aware of your efforts and, should questions arise, they will have documentation of the events. It is of great importance to document income, direct expenses and net income from these events as they may require special handling with regard to DAV and IRS reports. Disposition of funds depends on the event.

INCOMEINCOME

3. Forget-Me-Not Drive: Funds may be put into the General Fund Checking Account but a separate sub-ledger should be maintained indicating that all the monies generated are used directly for Veterans Aid or other areas mandated by DAV National. These funds may not be used for General Chapter Expenses.

4. Drawings: If funds are derived from the monthly meeting, funds can be deposited into the Van Fund Account (if you have one). They may also be deposited into the General Fund. If funds are from any other source, they can be deposited into the General Fund Account and used for Chapter expenses. All income and its source must be documented on the Income Ledger.

INCOMEINCOME 5. General Cash Donations: Funds received but not solicited may be deposited to the General Fund Account. Grants from Corporate sources may also be deposited to the General Fund Account but must be used for the specific purpose for which the Grant was given (i.e. Van Program, etc.).

6. Other Events: (Examples: DAV Auto Tags, Shirts, Hats, etc.). Income and expenses, if any, should be maintained on separate sub-ledgers. Income may be used for General Fund purposes.

7. Real Property: It is best to research this with the Department Treasurer on how to handle each item. There may be some additional restrictions or items that may not be listed here and are subject to change by the Department or National.

DISBURSEMENTS (EXPENSES)DISBURSEMENTS (EXPENSES) All Disbursements must be paid by check. They must be documented on the expense ledger. All checks must be signed by two (2) individuals, one of whom must be the Treasurer. The other normally is the Commander or a designated individual. All disbursements must be substantiated by documentation (receipts). All disbursements are documented on the expense ledger under the appropriate category and are reported on the monthly report.

1. Office Expenses: All expenses relating to the operation of the Chapter Office. This includes but is not limited to Rent, Paper Products, Repair Parts, Utilities, Phone, Internet, Postage, P.O. Box rent, etc.

DISBURSEMENTS (EXPENSES)DISBURSEMENTS (EXPENSES)

2. Needy Veterans: Funds expended for the direct welfare or morale of Veterans and/or their families. This category of expenses is broad and may include Food, Fuel, Shelter, Medical Supplies and/or Equipment, Widow Assistance or other items or services deemed necessary to assist with their needs.

3. Donations: This category of disbursement is broad in scope and covers most expenses not already covered. Donations may be made for events, projects, convention book ads and any other causes beneficial to a Veteran or family member of a Veteran. Donations can also be made to another Veterans Group. Donations are entered into the expense ledger and reported on the monthly report.

ADDITIONAL DISBURSEMENTS& OTHER ITEMS ADDITIONAL DISBURSEMENTS& OTHER ITEMS

1. DAV Auxiliary: Categorized as an expense/disbursement and documented on all reports. Funds transferred to the Auxiliary are unique. A block grant/transfer is approved by the Chapter. No detailed accounting by the Chapter itself is required. However, the Auxiliary is required to maintain a set of books and may be inspected by an authorized authority. These funds are used for the health and welfare projects, convention expenses and other efforts by the Auxiliary to further the cause of Veteran assistance. The Auxiliary is subject to the requirements set forth in the DAV National Constitution and Bylaws in reference to funds on hand just as the DAV Chapter is.


2. Documentation: DAV National highly recommends that the accounting books/ledgers, etc., be maintained in compliance with recognized accounting procedures; that is to say clear ledgers for income and expenses that are fully documented and all transactions are traceable. To maintain the Chapter tax-exempt status, it is imperative that these standards are maintained. It is recommended that outcome accounting procedures be used in maintaining the books. By outcome accounting procedures we mean all account ledgers, etc., should be established so that annual totals can be transferred to both DAV and IRS forms as required. It is highly recommended that new Treasurers review past Chapter, Department, National and IRS annual reports so that they are familiar with numbers that will be required at the end of the reporting period. All incomes and disbursements should have supporting documents on file to substantiate the action.


3. Files: Files may be maintained at the preference of the Treasurer. They may be topical, periodic or some other method, but it is up to the Treasurer which method is easier. Each method has its advantages and disadvantages. Files that are maintained as topical, for example, have all items dealing with the checking account in a checking account file; the time period is only relevant to the statement. Some files should be maintained as topical, such as specific fund raisers, so that bottom line numbers can be transferred to reports. It is up to the individual Treasurer to determine which system should be used based on his or her ability to explain and track Chapter fund transactions.


4. Monthly Report: A monthly report is provided to the Chapter reflecting the status of the Chapter’s finances. This report should accurately report previous balances, income and disbursements and ending balances. The report should highlight significant events or plans regarding the Chapter’s finances. The report should match previous report balances and accurately report ledger transactions.

5. DAV Department and National Reports: Based on a year to year basis, this report is due within ninety (90) days after the close of the Chapter accounting year ending 30 June. Specific line by line instructions are provided by National either on the form, or by an explanatory letter. Outcome accounting will generate this report. It is highly recommended that new Treasurers familiarize themselves with this report and adjust their accounting procedures accordingly.


6. IRS Reporting: Chapters with gross income of more than $25,000.00 per year must file either IRS Form 990 or 990EZ with the IRS. This appears to be a complicated form. However, it is nothing more than a re-statement of the DAV Department report. It is highly recommended that a new Treasurer familiarize themselves with past submissions and adjust their accounting procedures to facilitate the filing of this form. Those Chapters with gross income of less than $25,000.00 per year have a new filing requirement. It is a short, easy, electronic form called the e-Postcard. The e-Postcard is due no later than the 15th of November after the close of the reporting year on 30 June. Filing procedures have been posted on the IRS web site. All Chapter Treasurers should check the IRS web site at www.irs.gov to get the up to date information on this new filing requirement.

http://www.irs.gov/


7. Review/Audit: The Chapter Audit Committee is required to review/audit the Chapter finances depending on the requirements of your Chapter Constitution and Bylaws. The committee, made up of three non-elected Chapter members, is required to review all transactions and reports of the Treasurer. All reports/transactions must be substantiated. A committee review form, if required, with the findings must be completed and filed on the completion of the Chapter audit. A report to the Chapter will be given by the Audit Committee Chairperson at the next Chapter meeting.


8. Asset Value (Chapter Inventory): For reporting purposes the Treasurer must maintain a listing of all physical assets belonging to the Chapter. Periodically, but at least annually, the Treasurer must assess the physical property as to present value. All physical assets added to the Chapter must be added to the Chapter’s net worth. If depreciation or loss is observed, then such status must be reflected on the Treasurer’s report. This is a requirement for DAV Department and National and the IRS. For example, an $800.00 copier is donated to the Chapter; this results in an increase in asset value. On the other hand, the value of something else may decrease in value resulting in a loss. Increases and decreases in fixed assets must be reported. Once again, a past Treasurer may be of considerable assistance in determining procedures.

ADDITIONAL DUTIES & SUMMARY ADDITIONAL DUTIES & SUMMARY

The Treasurer will also supervise the Fundraising Committee & the Logistics Manager.

If this presentation has answered all your questions pertaining to the many duties and responsibilities of being a Chapter Treasurer it has fulfilled its purpose. If you still have questions on this subject, seek out a former Treasurer in your Chapter or contact the Department Treasurer for guidance..

Documents

Disabled American Veterans Department of Alabama Mid-Winter Training Seminar