Instructions for End-of-year Financial Reports for Clubs
without a Private Bank Account
Slide 2
What is Required? For all active clubs/groups without a private
bank account, the following reports are required: 1)Statement of
Financial Position 2)Annual Group Property-Inventory Report
Slide 3
Download or Print Report Forms The end-of-year financial
reports are located on the Information for Clubs web page on
uaex.edu at the following link:uaex.edu
http://uaex.edu/about-extension/associate-director-
finance-administration/club-information.aspx
Slide 4
Excel Forms vs. Printable Version (PDF) There are two versions
of the following forms on the Information for Clubs web page:
Statement of Financial Position Annual Group Property-Inventory
Report You can use the Excel forms which include formulas to
calculate many of the totals for you. Or if you prefer to print out
the forms and write in the information and totals, you can use the
PDF version.
Slide 5
Financial Reporting Periods Active 4-H clubs and groups are to
report from October 1 st through September 30 th each year. Active
Master Gardeners clubs are to report from January 1 st through
December 31 st each year.
Slide 6
Due Dates and Where to Send Clubs/groups are to complete, sign,
and date the end-of-year financial reports within a reasonable
amount of time after the end of the financial reporting period and
send them to the staff chair at the county Extension office for
review. Reports are due within 90 days of the end of the financial
reporting period from the staff chair to the Associate Director for
Finance and Administration. 4-H Reports are due at the LRSO by
December 31 st MG Reports are due at the LRSO by March 31 st
Slide 7
Statement of Financial Position The Statement of Financial
Position is a snapshot of the clubs/groups financial position at a
specific point in time, i.e., on the last day of the financial
reporting period. 4-HSeptember 30th Master GardenersDecember
31st
Slide 8
Instructions for Statement of Financial Position Clubs/Groups
without a Private Bank Account Assets: Cash and/or Checking
Account: Write or type no private bank account. Other: List any
individual inventory or equipment items or any other assets valued
at $500.00 or more. Enter the Total Assets. If you use the Excel
form, the total will be automatically calculated. Do not include
any items valued less than $500.00 as an asset on this form.
Slide 9
Sample1: Statement of Financial Position (no private bank
account)
Slide 10
Annual Group Property-Inventory Report The Annual Group
Property-Inventory Report is to record all individual inventory or
equipment items valued at $500.00 or more and ANY AND ALL firearms
regardless of value (to include guns, rifles, pistols, BB guns, air
rifles, and bows). Active clubs or groups that do not have any
equipment or inventory meeting the above criteria or any firearms
are still required to submit a report. Do not submit a blank
report. Write or type no inventory or zero inventory under the Item
Description, sign and date the form (see next slide). The total
inventory value of this report may be different from the inventory
or equipment included as assets on the Statement of Financial
Position since all firearms are required to be listed on the Annual
Group Property- Inventory Report regardless of value.
Slide 11
Sample: Annual Group Property-Inventory Report (no
inventory)
Slide 12
Instructions for Annual Group Property-Inventory Report List
individual equipment or inventory items valued at $500.00 or more
and ANY AND ALL firearms to include guns, rifles, pistols, BB guns,
air rifles, and bows (regardless of value see next slide). Enter
the Date Acquired. Enter the Item Description and include the
serial number, if applicable. Enter the original Purchase or
Acquired Price. Do not depreciate any values. Carry forward only
the items valued at $500.00 or more to the Statement of Financial
Position as Assets: Inventory/Equipment. Enter the Storage
Location. Enter any Notes. Enter the Total. If you use the Excel
form, the Total will automatically calculate.
Slide 13
Sample: Annual Group Property-Inventory Report with
firearms
Slide 14
Annual Group Property-Inventory Report (contd): Read the
certification and be sure to include all items as indicated. Enter
the club/group name. The form is to be signed and dated by the
club/group treasurer and president.
Slide 15
Clubs/groups are to sign, date, and forward the required
end-of- year financial reports to the staff chair at the county
Extension office. The staff chair will review and, once approved,
will sign the reports and send them to the LRSO at the following
address: Associate Director for Finance and Administration U of A
Division of Agriculture Cooperative Extension Service 2301 South
University Avenue Little Rock, AR 72204