Jack and Jill of America, Inc. Financial Handbookjackandjilldc.org/.../uploads/2012/08/2012-Financial-Handbook_FINA… · Jack and Jill of America, Inc. Financial Handbook 6 II.SPECIFIC

Jack and Jill of America, Inc. Financial Handbook

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NATIONAL OFFICERS 2010-2012

Tara Joseph-Labrie President

Central Region

Tamara Robinson Vice President

Southeastern Region

Allison L. Copeland Recording Secretary

Mid-Atlantic Region

Cheryl Beal Anderson Program Director

Mid-Western Region

Jacqueline Nash Corresponding Secretary

South Central

Terri Parker Treasurer

Eastern Region

Brenda Lacy-Davis Editor

Far West Region

REGIONAL DIRECTORS 2012

Natalie Brunson-Wheeler Central Region

Tammy King Eastern Region

Kathryn Cunningham Far West Region

Pamela Bennett-Askew Mid-Atlantic Region

Kimberley Goode Mid-Western Region

Millie Mitchell South Central Region

Marjorie Mitchell Southeastern Region


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TABLE OF CONTENTS

I. INTRODUCTION 4

II. SPECIFIC GUIDELINES AND PROCEDURES 6

A. Fiscal Year of Jack and Jill of America, Incorporated 6

B. Chapter and Regional Financial Reports 6

C. Financial Statements 6

D. Definition of Audit 7

E. Conflict of Interest Policy 8

III. CHAPTER FINANCIAL OBLIGATIONS 8

A. Chapter Financial Officers 8

B. Chapter Checking Accounts 9

C. Bank Identification Numbers 9

D. Voucher System 10

E. Budget 10

F. Bonding Insurance 10

G. Financial Reporting Obligations 11

H. Revenue 11

I. Expenditures 11

J. Conventions, Conferences, and Cluster Workdays 12

K. Integrity of Accounting 12

IV. CHAPTER FUNDRAISERS 12

A. Donations that are not tax deductible 12

B. Donations that are tax deductible 12

C. Benefit of Jack and Jill of America Foundation 12

D. Disclosure requirements for fundraising 13

V. NEW MEMBERS 13

VI. TAX EXEMPT STATUS OF THE ORGANIZATION 13

A. Disclosure requirements for Fundraising 13

B. Reporting and Filing Requirements 13

VII. NEW CHAPTERS 14

VIII. FEES, ASSESSMENTS, AND PENALTIES 14

A. Fees (National and Regional) 14

B. Headquarter Assessment 15

C. National Penalties 15

IX. CONVENTION, CONFERENCES AND CLUSTER REFUNDS 15

X. REGIONAL TREASURER 15

XI. CREDIT CARD POLICY 16

XII. CONTRACTS 18

XIII. NATIONAL TRANSITION OF NATIONAL FUNDS AND OBLIGATIONS 18

XIV. 1099 TAX FORMS 18

XV. INSURANCE 18

XVI. FREQUENTLY ASKED QUESTIONS 20

XVII. APPENDIX 22


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I. INTRODUCTION

Jack and Jill of America, Incorporated, as a national organization, operates through seven Regions for

administrative purposes to facilitate harmony and participation for chapters within the Region and, most

importantly, to interpret national policy, programs, and projects. The National Executive Board determines the

directives and policies for Jack and Jill of America, Incorporated, and Regions promote and implement these

directives and policies to best achieve the purpose of our organization.

In order to synchronize and facilitate financial accountability of each Region to the National Board, an Officers’

Training Retreat is conducted to effectively communicate the concepts of promoting accountability and team

assistance.

The first edition of the Financial Handbook was compiled by Bennie Ruth Toles (National Treasurer 1988–

1990), to include fees, forms, and procedures for use by the chapter Treasurers. The second edition was

expanded by Veronica Frazier (National Treasurer, 1990 – 1994), to include a section for use by the Regional

Treasurer. The third edition was edited by Gladys Wade Bragg (National Treasurer 1994 – 1996), to include the

most recent changes to financial reporting and report forms. Use of the handbook will assist the total

organization in adherence to standards and will provide uniformity in transactions. The fourth edition was

updated by Patrise Perkins Hooker (National Treasurer 2000–2002), to further define and clarify the roles of

the financial officers. The fifth edition is edited by Mavis Parkman James, 22nd National Treasurer, standard

practices, outline dates for submission of per capita assessments, and update current per capita assessments

and national reporting responsibility for chapters and Regions. National Treasurer James and the Regional

Secretary/ Treasurers outlined policy and procedures for the reporting of 1099 tax forms and chapter

responsibilities to ensure compliance with the Internal Revenue requirements for 501C(4) organizations. They

also reorganized the entire Handbook to delineate chapter, Regional and national responsibilities. For the first

time, in July 2008 the delegates voted during the National Convention in Miami, Florida to make this Handbook

a permanent document of Jack and Jill of America, Incorporated. The 6th edition was updated by the 23rd

National Treasurer, Terri Parker. During this administration, the Regional Secretary/Treasurer office was

separated. The Regional Treasurers assisted with the preparation of this document. This action ensures

consistent financial practices, fiscal accountability and disclosure across Jack and Jill of America, Incorporated.

Noted changes pertaining to credit card usage, PayPal receipts, elimination of the Quicken product,

QuickBooks only, policy and procedure manual updates, revised Chart of Accounts structure, expanded

Financial Secretary duties, incorporated the officer change, Regional Secretary/Treasurer replaced by the

Regional Secretary and Regional Treasurer positions. Additional financial disclosures were included to

promote transparency & adequate reporting.


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Committee Members:

NATIONAL TREASURER

Terri Parker

2010-2012

Central Region

Carla Evans 2011-2013

Eastern Region

Joi Grady 2011-2012

Far West Region

Tahnda Bailey 2011-2013

Mid-Atlantic Region

Cynthia Green 2011-2013

Mid-Western Region

Felicia Perkins 2011-2013

South Central Region

J. LaVerne Morris-Parker 2011-2013

Southeastern Region

Gail Ash Dotson 2011-2013


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II.SPECIFIC GUIDELINES AND PROCEDURES

A. Fiscal Year

June 1st

through May 31st This accounting period should be used by all Chapters and Regions.

B. Chapter and Regions Financial Reports

1. All Chapters and Regions must file financial reports for each fiscal year.

2. The end of year reports must be delivered to the National Treasurer no later than June

30th.

3. When End of the Year reports are not received on time, we encounter problems in

submitting our financial information in a timely manner to the organizations’ accountants

and, in turn, to the Internal Revenue Service.

4. The End of Year Reports for all Chapters, Regions and the National Office are compiled to

generate the organizations Form 990.

5. All chapters’ per capita reports must be received by Sept 30. These reports include a list of

mothers, associates (including life members), and teens.

6. All chapters must submit names and Joining Fees of New Members to the National

Treasurer by May 31.

C. Financial Statements

These documents are generated by all financial officers and handled as follows:

1. National Treasurer

a. Provide monthly financial reports, balance sheet, budget to actual, general ledger and

Bank reconciliations monthly to the NEB.

b. Provide quarterly financial reports of profit and loss, and balance sheet to the National

Advisory Council, Regional Treasurers and the membership.

c. During the National Treasurer’s first year, the statements should be compiled only. In

the second year of her term, the financial statements should be audited and presented

to the chapters at National Convention.

2. The Regional Treasurer is required to:

a. Have a review and audit performed in year two and submit a copy of the same to each

Chapter President by November 30th. This audit covers the period of June 1 thru May

31 of each RT two (2) year term.

b. Provide an interim financial report to the National Treasurer, new Regional Treasurer,

and all Chapter Presidents of their respective Regions within 90 days after the

Mother’s Regional Conference. This interim reports covers all financial transactions

from June 1 thru the close of the Regional Treasurer’s tenure of the Regional

Conference year but no later than the October 1.

c. Provide monthly financial reports to the Regional Team. This report should include the

Bank reconciliation, Balance Sheet and Actual to Budget and General Ledger. The

reports include transactions for the Operating, Teen and Conference Accounts.

Transactions Report. The RD must receive a monthly backup of the Quick Books file

from the Regional Treasurer.


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d. Provide the End of Year Report for the Operating, Mothers, Conference, and Teen

Conference Accounts to the National Treasurer by June 30. Additional reports may be

requested by National Treasurer as needed. Same late fees apply.

e. Provide quarterly profit and loss and balance sheet reports for all accounts to Regional

Team and Chapter Presidents covering the following periods and shall be disseminated

on due dates as follows:

Reporting Period Ending Date / Report Due Date

As of August 31 / October 15

As of November 30 / January 15

As of February 28 / April 15

As of May 31 / July 15

3. Chapters Audit

a. An internal Chapter Audit Committee should review the financial statements at the

conclusion of each fiscal year using the standardized forms for the Chapter Audit

Report which are provided by the National Treasurer of Jack and Jill of America, Inc.

b. An external audit or review by a certified public accountant is recommended for those

chapters at the end of a Chapter Treasurer’s term.

c. An audit by a certified public accountant is highly recommended for chapters

collecting $25,000 or more in per capita taxes or assessments. Other chapters may file

the chapter audit report.

d. Chapters may conduct audits when needed.

e. Upon the removal or resignation of bonded officers, their name shall be

immediately removed from all bank accounts, and chapter audit report shall

be conducted of their books. They have no more than 30 days to transition

their records to the newly elected or appointed officer.

D. Definition of Audit

An audit is a detailed examination of the records of a chapter, Region, or the National

organization. The objective is to provide a reasonable basis for expressing an opinion regarding

the financial statements prepared by the chapter taken as a whole. A review does not provide

a basis for the expression of such an opinion because a review does not contemplate obtaining

an understanding of the internal control structure or assessing control risk, performing test on

accounting records and responses to inquiries by obtaining collaborating evidential matters

through inspection, observation or configuration and certain other procedures ordinarily

performed during an audit. A review may bring to the accountant’s attention significant

matters affecting the financial statements, but it does not provide assurance that the

accountants will be aware of significant matters that would be disclosed in an audit

E. Conflict of Interest Policy

a. The National Organization shall adhere to the Jack and Jill of American Inc. Conflict

of Interest policy as stated in Section 5.2 of the Policy and Procedural Manual (2010).

The instructions included on the compliance is requested with the Conflict of Interest

Form provided by the Executive Director. The policy must be signed at the Transition

Meeting.


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III. CHAPTER FINANCIAL OBLIGATIONS

As Officers, you are fiscally responsible to the membership. To the best of your ability, make sure that

the chapter’s funds are spent in accordance with the approved budget and that financial reports are

generated at each meeting. Each financial officer in her specific capacity is responsible individually and

collectively to the chapter membership for the safe-keeping and proper management of funds or

monies collected and disbursed. The financial officers are those officers who are bonded through the

National Office. All financial documents (audited books and other financial materials) shall be

transferred to the new chapter financial officers within 90 days of the end of the fiscal year or as

otherwise specified in the Bylaws. For Chapter Officers, the data transition deadline is June 15th. All

financial records should be maintained for 7 years.

A. Chapter Financial Officers

1. The Chapter Financial Secretary has the responsibility of collecting funds all and inclusive

of any and all organizational activities where monies are collected maintaining a record of

collections, providing receipts of those collections, and transferring funds or monies

collected to the Chapter Treasurer for depositing in the appropriate chapter bank account.

The Financial Secretary’s basic responsibilities are to:

a. Maintain a journal listing names of members, itemizing breakdown of monies

received, and categorizing sources of all income. Keeps track of the obligations of each

member and provides notification of financial status in accordance of Chapter and

National Bylaws.

b. Each member should receive a receipt at the time of payment indicating the date, the

amount, the form of payment and the purpose of the payment. A receipt book or

electronic receipt is acceptable.

c. Serves as a member of the Budget/Finance Committee

d. Prepares the Chapter’s annual Per Capita report and the New Members Joining Form

Report.

e. The Financial Secretary does not sign checks but must be bonded.

2. The Chapter Treasurer receives and disburses all Chapter funds, including monies collected

and disbursed by and for Chapter teens and associates. The Treasurer’s basic

responsibilities are to deposit all funds or monies in the appropriate accounts and disburse

same by check after receipt of a signed voucher. All disbursements must contain the

signature of two officers (Treasurer, President, or Vice-President) and be disbursed as per

the budget or vote of members. All funds leaving a Jack and Jill Account must bear the

signatures of two of the three designated Chapter officers. Online transfers between

accounts are prohibited. The Treasurer must also:

a. Prepare financial reports of income and expenses, (budget to actual) and a balance

sheet for Chapter members at all

regularly scheduled meetings.

b. Chair Budget/Finance Committee

c. Prepare a balance sheet, income and expenses (budget to actual), bank

reconciliations, and general ledger for all Executive Board Meetings.

d. Complete and file the EOYR due on June 30th.


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e. Submit financial records to audit committee and maintain all financial records and

vouchers for submission. The Chapter Treasurer should maintain only 2 (two) bank

accounts in the Chapter’s name for operating and fundraising.

f. All reports must be generated in QuickBooks.

g. Complete and file all financial reports as required by the National Treasurer or Regional

Treasurer.

h. Accept funds from Financial Secretary by signing a confirmation of funds exchange

form. (see appendix or download from website) The exception is the download of

funds from PayPal. The Treasurer will give a copy of the report to the Financial

Secretary.

7. The Chapter President is responsible for the ultimate management of all Chapter matters. She

does not perform the mechanics of all tasks, but she has to be informed in order to know what

is happening with the finances. The Chapter President must receive the monthly bank

statements and provide to the Chapter Treasurer in a timely manner. The Chapter President

must have password access to the accounts for viewing the bank account transactions.

B. Chapter Checking Accounts

1. All Chapter accounts require the signature of two (2) of three (3) officers. Bank signature

cards should bear the signatures of the three (3) bonded officers of the Chapters; the

President, Vice President and Treasurer.

2. Each Chapter must only maintain two (2) checking accounts:

a. Operating Account (includes members, teens, associates, father’s auxiliary and grant

proceeds)

b. Fundraising Account (include funds raised by members, teens, associates, and father’s

auxiliary)

3. Under no circumstances should operating funds be combined or co-mingled with funds

raised from the public.

4. Checks should be printed in the Chapter’s name and Jack and Jill of America, i.e. Jack and

Jill of America, Inc. Chapter ABC. The Chapter name is the name on the Charter. It is

recommended that the checks be in different colors for Operating and Fundraising.

However, the account title Operating and Fundraising must be printed on the bank check.

5. Each Chapter should have a bank stamp for all checks with the account name and number

for both accounts. The Financial Secretary is responsible for the stamp and should

immediately endorse the checks upon receipt.

C. Bank Identification Number

1. All tax exempt groups are required to have an Employer Identification Number assigned by

the IRS (also known as IRS Tax Identification Number)

2. An Employer Identification Number (IRS Tax Identification Number) has been assigned to

each Chapter. This number is to be used to open checking accounts or other transactions

with financial institutions which require a Federal Employer Identification Number. This

does not grant tax-exempt status to a non-profit organization and is not the same thing as

the organization’s exempt organization number.

3. If a Chapter is required to show that it is tax exempt, it should request a copy of the group

exemption letter from the National Treasurer of Jack and Jill of America, Incorporated.


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The group letter recognizes each Chapter as exempt by the Internal Revenue because the

organization is 501(c) 4 group.

4. The request for a IRS Tax Identification Number is made by the National Office only.

Chapters cannot apply for this number.

D. Voucher System for Expenditures (applies to Chapter, Regional and National Officers)

All checks written shall be supported with a voucher, receipts, the purpose, and amount with

the proper signature completed on every voucher.

1. Vouchers should be signed by the Treasurer and the President (or third signatory if

necessary.)

2. The receipts stay with the fully executed voucher.

a. If a receipt is lost and the reimbursement is under $50 for a budgeted item, the

President and Treasurer can agree to reimburse as demonstrated by their signature on

the voucher.

b. If a receipt is lost and the amount is over $50 for a budgeted item, the request must be

approved by a majority of the Executive Board.

c. If a voucher is presented for a non-budgeted item, the Treasurer shall not issue

payment until the matter has been approved by the body/Regional Officers/NEB.

3. Financial officers are required to thoroughly review vouchers to ensure expenditures are

appropriate and in accordance with budgeted items.

4. Vouchers should incorporate the year and the number of the check.

5. Records should be maintained for 7 years.

6. DEBIT cards are prohibited at all levels of the organization.

E. Budgets

1. A budget provides realistic financial projections of future operations and finances. It is

usually prepared based upon the actual expenditures from the previous year or period for

which the budget is designed to cover. Adjustments are made for changes related to

membership intake or deadlines.

2. The Treasurer along with the Budget Committee is responsible for drafting a budget.

3. As Chairman of the Budget Committee, the Treasurer is responsible for the following:

Prepare a proposed budget to be presented to the Chapter membership prior to March.

The budget should be voted on by the body prior to May 1.

It is recommended that Chapters use the account codes established in the appendix and

Modify according to the Chapter operations. F. Bonding Insurance

1. Jack and Jill of America, Incorporated insurers by a Blanket Position Fidelity Bond the

following officers:

a. President

b. Vice President

c. Financial Secretary

d. Treasurer

2. A bonding fee of fifty dollars ($50.00) per Chapter and Region is due with the per

Chapter and Region is due with the per capita tax.

3. The bond is issued with the understanding that certain organizational approved

accounting procedures are implemented by all Chapters, including the requirement that

all checks issued must bear two (2) authorized signatures.


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G. Financial Reporting Obligations

1. Items that should be given to the membership at each regularly scheduled Chapter

meeting:

� Balance sheet

� Bank Reconciliations

� Profit/Loss report (from the beginning of the fiscal period to the current reporting

date). The income/expense report should be compared to the budget for the same

time period and explanations provided for material variances from the budget.

� Budget to actual report

2. If your membership seeks more information, you should provide:

a. Copies of bank statements with reconciliation reports.

b. Copies of the general ledger reports.

3. Information should be disseminated monthly, or as often as the Chapter meets, and it

must be maintained or generated from QuickBooks.

H. Revenue

1. All monies are to be given to the Financial Secretary, for issuing receipts for funds

received.

2. The Financial Secretary should reconcile her receipts to the total cash/checks received on a

funds exchange form and provide a set of receipt copies to the Chapter Treasurer.

3. Financial Secretary stamps each check “For Deposit Only” and prepares the deposit slip.

4. The Treasurer verifies the totals and makes the deposit to the appropriate bank account

revenue line item.

5. The Financial Secretary keeps track of the obligations of the individual members and

notifies each of her financial status in accordance with Chapter Bylaws.

6. The organization may use PayPal for receipt of funds ONLY.

a. All refunds must be issued by check.

b. PayPal instructions must state that members are not allowed to cancel payment via the

chargeback feature. Members who do shall be subject to additional fees and/or restricted

from future PayPal use.

c. There is a cost associated with using PayPal, therefore it is important to factor in that

cost when pricing your event.

I. Expenditures

1. The Chapter Treasurer maintains accurate records to insure that officers and committees

stay within their budget. She regularly informs them of their remaining budget balances.

Any expenditure that would represent an excess of the budget, by a percentage agreed to

by the Chapter, should be approved by the executive board of the Chapter, provided funds

are available.

2. A zero based budget must be maintained.

3. Per diem may be provided for Chapter, Regional and national officer travel at the most

economical rate. When per diem checks are provided, the organization will not pay for

meals, or tips in the visiting city or parking or taxi expenses in the home city. Per diem is

provided as the budget allows. Documentation (at least one receipt) verifying attendance

should be attached to a voucher. If a hotel stay is involved, attach the bill.


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J. Conventions, Conferences and Cluster Workdays

1. National Convention and Regional Conferences

a. Each Chapter is financially responsible for paying the registration fees, cost of hotel

accommodations, and travel costs for the delegate and alternate as the budget allows.

b. Members and their families should be encouraged to attend these meetings, but the

expenses associated with their attendance are not a Chapter responsibility.

2. Teen Conferences

a. The Chapter is financially responsible for paying the registration fees, cost of hotel

accommodations, and travel costs for the Teen Sponsor(s), Teen Delegate and

Alternate who are sent to the conference to represent the Chapter when the Chapter

budget allows.

b. The Chapter shall also provide monetary assistance for one (1) chaperone for every

five (5) teens.

3. Cluster Workday Meetings

a. At least two representatives, one being the Treasurer, from each Chapter shall attend

annually. The Chapter should pay for the registration fee of the Treasurer when the

budget allows.

K. Integrity of Accounting

All income and expenditures (both unrestricted and restricted) must be carefully accounted for so

as not to jeopardize the organization’s tax exempt status and to maintain credibility with our

membership and the public. To ensure the integrity of our financial data, an audit of the financial

records should be conducted whenever there is a change in Treasurers. Chapters are required to

perform the Chapter audit report. Regional and national are required to have CPA audits.

IV. CHAPTER FUNDRAISERS

The Chapter Financial Secretary has the responsibility of collecting all funds, inclusive of any and all

organizational activities where monies are collected and maintaining a record of collections, providing receipts

of those collections, and transferring funds or monies collected to the Chapter Treasurer for depositing in the

appropriate Chapter bank account. This is not the responsibility of the fundraising chair.

A. Donations that are not tax deductible:

1. Checks made payable to the Chapter.

2. Disbursements made from the Chapter bank accounts.

3. Deposits made to the Chapter accounts.

4. Fundraising in the Chapter’s name and placed in a fundraising account.

B. Donations that are tax deductible:

1. Checks made payable to Jack and Jill of America Foundation and deposited to a Jack and

Jill of America Foundation checking account.

C. Benefit of Jack and Jill of America Foundation

1. In order for members and guests to receive a tax deduction for attending a Chapter

fundraiser, all invitations, advertisements and tickets must have the Jack and Jill of

America Foundation printed on them. If this does not appear, none of the amount is tax


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deductible. It is incumbent upon the Chapter to note what part of the ticket price is tax

deductible. This amount is usually the amount remaining after food and beverage costs

have been deducted (for example, if the ticket is $100 and the meal is $40, the tax

deduction portion is $60). Please note: When Chapters or Regions pass their fundraising

dollars thru the Foundation so that their patrons contributions are tax deductible, there is

a 5% processing fee charged by The Jack and Jill of America Foundation.

2. The support of the foundation is an annual responsibility of each Chapter of Jack and Jill of

America, Incorporated as outlined in the National Bylaws.

3. Chapters that fail to pay assessments levied by the National Organization and/or give

financial support to the Jack and Jill Foundations shall be suspended by the approval of the

Executive Board.

4. A minimum of one-third (1/3) of the net proceeds (profit) raised from a fundraiser shall be

designated for the Jack and Jill of America Foundation. Chapters must adhere to the

Bylaws and Regional Policies & Procedures for penalties related to non-attendance.

5. The remaining balances may be kept for support of local charities approved by the Internal

Revenue Service and/or submitted to the Jack and Jill of America Foundation.

6. All Chapter contributions to the Jack and Jill of America Foundation should be submitted to

the Regional Treasurer by May 15th. The Regional Treasurer must mail all contributions

from Chapters to the National Treasurer by June 1st.

7. It is acceptable to maintain seed money (generally 10 percent of net proceeds) in the

Chapter fundraising account from one fiscal year to the next.

D. Disclosure requirements for fundraising

Fundraising solicitations for Chapter contributions 501c (4) organizations must include a statement

that the contribution or gifts are not deductible as charitable contribution for Federal income tax

purposes.

The disclosure requirements apply in the following situations:

1. The organization normally has gross receipts over $1,000.00 annually

2. More than ten (10) persons per year are solicited

3. The solicitation is in written form, by television, radio or telephone

4. Failure to disclose will result in a heavy penalty

V. NEW MEMBERS

A. Election of new Chapter members shall be held in March or April of each year.

B. The initiation ceremony shall be held no later than May 31st.

C. Each new member shall be charged a New Member Joining Fee for Regional and national and a

Headquarters Assessment ($100). A tenured mother who graduated out in good standing and due

to changed circumstances requests reinstatement does not have to pay the Headquarters

Assessment. The above monies must be sent to the Regional Treasurer and National Treasurer no

later than May 31.


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VI. TAX EXEMPT STATUS OF THE ORGANIZATION

A. Disclosure Requirements for Fundraising

As of October 12, 1964, Jack and Jill of America, Incorporated was classified as a tax exempt

organization as described in Section 501(c)4 of the Internal Revenue Code of 1954.

1. 501(c)4 denotes civic league, social welfare, etc, involved in:

a. promotion of community welfare

b. charitable, educational, and/or recreational programs

2. Under this classification, Jack and Jill of America, Incorporated, is exempt from

Federal and local income tax

a. Chapters, however, must pay local sales tax and are not eligible for nonprofit postal

privileges unless individual States allow otherwise.

b. Contributions to Jack and Jill of America, Incorporated are not tax deductible.

B. Reporting and Filing Requirements

The Internal Revenue Service requires that every organization exempt from Federal Income tax

under section 501(c)4 must file an annual information return on Form 990.

1. Jack and Jill of America, Incorporate, files one form 990 for all Chapters and another Form

990 for National and all Regions.

2. The form 990 is due October 15.

3. The CPA for Jack and Jill of America, Incorporated files the Form 990 for the entire

organization

4. Chapters must send copies of June 1 thru May 31 financial reports generated using the

QuickBooks Pro Financial Accounting Program.

VII. NEW CHAPTERS

A. A non-refundable application fee of $50 per applicant shall accompany all applications to the

National Treasurer.

B. A New Chapter Joining Fee will be charged to each member of a provisional Chapter upon their

acceptance into the organization. This Joining Fee includes but is not limited to Headquarters

Assessment, per capita for program year (national and Regional fees), Regional and National

Joining Fees. These fees are non-refundable unless otherwise indicated in the National Bylaw.

VIII. FEES, ASSESSMENTS, AND PENALTIES

A. Fees.

1. National Dues: $75 per capita per member due Sept. 30. This report includes list of

financial members, teens and associates. Per capita deadlines also apply to associates.

2. Life Membership: one-time payment $250 – with 20 years or more of continuous

membership, $350 – with 15 years or more of continuous membership, $450.00 – with 10

years or more of continuous membership, due Sept. 30 to the National Treasurer. The

National Treasurer will remit to the Regions $100 for 20 year members, $150 for 15 year

members and $200 for 10 year members.

3. Regional Per Capita: amount is determined at the Regional Mother’s Conference.

4. Chapter Bonding Fee: $50.00- annual payment per Chapter – not per officer. Please

include this bonding fee in the per capita tax check due Sept. 30th.


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5. Regional Bonding Fee: $ 50.00 – annual payment per Region. due by Sept. 30th.

6. Annual National Convention Assessment due Sept. 30 is $10 and is required for all

members, including regular associates.

7. Chapters should set the date so Chapter Dues and National & Regional Assessments are

received no later than June 30th.

B. Headquarter Assessment

1. New members must pay a one-time $100.00 assessment.

2. The $100 fee is restricted to building expenses related to the headquarters.

C. National Penalties

1. Late fee for per capita tax is $100.00 – per report. After November 15th, members will be

terminated if per capita is not paid.

2. Late fee for New Member Fees is $100.00 – per report.

3. Late fee for End of Year financial reports is $500.00 after June 30th. Chapters will not be

seated at National or Regional Conferences if reports are delinquent.

4. Chapters absent from the National Convention will pay the registration fee to the National

Treasurer. Note: Chapters absent from Mothers and Teen Regional Conferences will pay

the registration fee to the Regional-Treasurer.

5. Late fee for bonding fee is $25.00- annual payment.

6. Late fee for Audit reports not received by August 31st is $100.

7. All payment dates are defined as postmarked.

IX. CONVENTION, CONFERENCES AND CLUSTER REFUNDS

A. Refund Policy must be stated on all registration forms for National Conventions, Regional

Conferences, Teen Conferences, and Cluster Meetings.

B. Registration fees will be refunded within 30 days after the meeting date of the said meeting.

C. Refund request must be made prior to the convention, conferences, or cluster meetings.

D. If refund policy is not stated on registration form: one-half of the registration fees will be refunded

if notice is given 15 days prior to said meeting. No refund request will be honored within fifteen

(15) days of said meeting.

E. All conferences, clusters and conventions should be planned using the zero based budgeting

process.

X. REGIONAL TREASURER

The Office of Regional Treasurer is a necessary component for facilitating the carrying on of the

business of national at the Regional level and not for the purposes of autonomous operation of a

single office within the Region.

A. Duties

1. To deposit and disburse all Regional funds in the name of Jack and Jill of America

Incorporated in said Region.

2. To prepare and submit timely all financial reports requested by the National Treasurer.


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3. To train the Chapter financial officers in the Region.

4. To provide the Regional Executive Board monthly reports required to maintain

fiscal responsibility for management decisions and operations.

5. To ensure compliance with the Regional Budget voted on at the Regional Mother’s

Conference.

B. Bank Accounts

Establish three (3) bank accounts. The designated shall be General Operating, Regional

Conference, and Teen Conference Accounts. Regions must have three signatures on all Regional

bank accounts. The three signatures shall be Regional Director, Regional Treasurer and the

National Officer. Two signatures are required on all Jack and Jill checks and disbursements. The

National Officer shall only sign in extreme emergencies.

C. Expenses

All bills must be sent directly to the Regional Treasurer, the financial officer of the Region (i.e.

telephone, hotel, etc.) for payment. All reimbursement or payment of bills must be as per the

Regional budget and/or agreement with the Regional Director who administers the Regional

budget.

XI. CREDIT CARD POLICY

1. A credit card issued in the name of Jack and Jill of America, Inc. is for business use only.

Authorized users at the National Level are the National President, National Treasurer and

the Executive Director. Authorized users at the Regional level are the Regional Director

and the Regional Treasurer. Chapters are prohibited from obtaining credit cards. debit

card usage is prohibited throughout the organization.

2. Regions should not exceed a $10,000 credit limit at any given time.

3. Any points received on the organization’s credit card belong to Jack and Jill of America, Inc.

and are for Jack and Jill of America, Inc. purposes to reduce the cost of expenses and are

not for personal use.

4. Credit card statements must be reconciled monthly with a voucher and receipts attached.

All checks for credit card payments require two (2) signatures.

1. Holders of the organization’s credit card should scan all receipts and send to the

National Treasurer or Regional Treasurer within 15 days after charges have been

incurred (or as soon as practical for extended travel). Do NOT wait until the bill has

arrived to send receipts associated with the organization’s credit card. Original

receipts and completed vouchers can be mailed later to the appropriate person for

filing/recordkeeping.

2. If the credit card holder determines that a charge is fraudulent or in error, the credit

card holder must notify the National/Regional Treasurer in writing ASAP and provide

the proper documentation to dispute such charge.

3. Should an issue arise regarding appropriate documentation after the bill has been

paid in full, the credit card assigned shall be suspended until appropriate

documentation has been received, leaving the credit card with a zero balance due.

5. Credit cards must be paid in full by the due date so as to not incur late fees or interest

charges even when appropriate documentation is not in hand at the time the bill must be

processed. It is important to protect the credit worthiness of the organization.


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6. If it is determined that the organization has been billed for personal, unapproved, or

inappropriate use of the credit card, the user must reimburse the organization within 15

business days of such notification by the National/Regional Treasurer.

1. Failure to reimburse the organization within the above time frame will prohibit

participation (voting) on organization matters by the officer until the organization has

been reimbursed.

2. Should an officer refuse to reimburse the organization, the National/Regional

Treasurer will file a grievance against the officer. In the case of abuse by the National

or Regional Treasurer, the National President or Regional Director will file a grievance.

7. Credit cards must be cancelled within 30 days after an officers term has ended.

8. All credit card balances must be cleared before financial officers may transition.

9. Regional Treasurer must send credit card statement to National Treasurer quarterly for

review.

10. The National Treasurer must send the National credit card statements to the NAC

quarterly for review.

11. Violation of this policy subjects the officer to disciplinary action up to and including

financial penalty, suspension, termination and or criminal prosecution.

D. Transition of Records

1. A Regional check of $5,000 or more shall be available at Regional Conference to the

Regional Treasurer of the new administration.

2. Outgoing Regional Treasurer must pass on the collected New Member Fees for the

upcoming fiscal year and any Regional assessments.

3. Outgoing Regional Treasurers must provide to newly elected Treasurer complete books

and records as outlined in the appendix.

4. The National Officer shall hold a transition meeting with officers of the Region.

5. Accounts from previous administration shall be closed by September 1. Send the interim

report covering June 1 to the end of tenure in to newly elected Regional Treasurer, to

Chapter Presidents, National Treasurer and RD by October 15. Must provide all requested

records to designated Auditor. Audits/Review are due to the National Treasurer by August

31 and should be distributed to Chapter Presidents by November 30.

6. Upon the end of term removal or resignation of a Regional Treasurer, newly appointed

Treasurer must open new bank account with check of funds from the immediate past

Treasurer. This check shall reflect the balance in the accounts less all outstanding checks

that have been written. The bulk of cash balances in Regional accounts shall be transferred

over to the new Treasurer within 7 days of resignation or removal. She has no more than

30 days to transition her records to the new officer. Her records must include an audit

report from her tenure, bank records, vouchers, and all equipment and/or other records

that are the property of the Region.

E. Regional Fees

1. Regional member, associate, and teen per capita are determined by each Region and

based on Regional budgets.

2. Registration fees for Regional Conferences, Teen Conferences, and Area Workday/Cluster

Meeting are based on Regional zero based budgets.


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3. Souvenir Booklets and Vendor fees are determined by the Regional Director as per the

Conference budget.

4. Associate fees are as per the Regional budget and voted on during the Regional Mother’s

Conference. Associate fees are submitted with Mother’s per capita. Associates fees are

not submitted separately.

5. Treasurer must submit late fees when necessary.

XII. CONTRACTS

A. National contracts are to be signed by the National President and National Treasurer.

B. Regional contracts are to be signed by the Regional Director and the Regional Treasurer.

C. Chapter contracts are to be signed by the Chapter President and Chapter Treasurer.

XIII. NATIONAL TRANSITION OF NATIONAL FUNDS AND OBLIGATIONS

A. A check for $75,000.00 or more shall be available at the National Convention for the new

Treasurer for the new administration. This fee includes but is not limited to all New Member Fees

and assessments.

B. A copy of all pending contracts, 990 forms and 1099’s must be given to new administration.

XIV. 1099 TAX FORMS

Treasurers must prepare a 1099 tax forms if they meet the following criteria is met:

A. Payment to someone who is not their employee.

B. Payment for services in the course of doing business.

C. Payment to an individual, partnership, estate, or, in some cases, a corporation, and, LLC.

D. Payment to the payee of at least $600 during the year.

E. Annually the 1099’s must be remitted to the recipient by January 31.

F. Annually a 1096 Form must be mailed to the IRS by February 28th per the guidelines issued at

www.irs.gov.

NOTE: The W9 form can be obtained from the IRS’s website www.irs.gov

XV. INSURANCE

Jack and Jill of America, Incorporated carries a General Liability insurance policy that covers third

party bodily injury and property damage. It includes damage to buildings, personal property of other

people’s tangibles and intangible property. This is coverage for accidents, mistakes and mishaps not

intentional or criminal acts. So if a member is out to destroy something or someone, they are not

covered. Again, this policy is for third parties. It is not an Accident policy to cover medical expenses of

the members or people participating in activities. Members must have their own personal insurance

and auto insurance. When Chapters need an insurance certificate to show third party coverage for

Jack and Jill events, they are to contact the National Office for the contact information of our insurance

carrier.


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Important Financial Dates to Note:

Deadline for receipt of Regional and National Per Capita and

Bonding Fees (late penalty applies) * September 30

Deadline for submission of Legacy Requests January 31

Deadline for Chapters to submit Foundation contribution to RTs May 15

Deadline for receipt of New Member Joining and Headquarters Fee May 31

(late penalty applies)

Deadline for Foundation contributions from Regional Treasurers

to National Treasurer June 1

Chapter Officers and Contact Reports due to Headquarters June 15

End of Year Chapter Reports due (late penalty applies)* June 30

Annual Audit Reports due (late penalty applies) August 31

If a member initiates the transfer process between this period,

she is to pay her dues to the Chapter she is transferring from June 1 – September 30

If a member initiates the transfer process between this period,

she is to pay her dues to the Chapter she is transferring to October 1 – May 31

* Without these reports Delegates cannot be seated at Regional Conference or National

Convention.

Violation of FINANCIAL POLICY subjects the Officer to disciplinary action up to and including financial

penalty, suspension, termination and/or criminal prosecution.


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XVI. FREQUENTLY ASKED QUESTIONS

1. What is the tax-exempt number for Jack and Jill of America, Incorporated?

Every Chapter has a unique Federal Identification Number. Contact National Headquarters if

questions arise.

2. Why do we have to give two-thirds of our monies raised to IRS approved charities?

This is a requirement established by the Bylaws of Jack and Jill of America, Inc.

3. What is the purpose of the I.D. numbers for our bank accounts?

This is a requirement established by the Internal Revenue Service. This is a means by

which IRS can identify organizations or individuals with their bank accounts. Do not use individual

social security numbers.

4. How many bank accounts should a Chapter have?

Each Chapter should have two (2) bank accounts: one to handle Chapter operations and the

second for fundraising activities.

5. Can we raise money to send our teens to Teen Conference? In order to encourage sponsors to

attend conferences; can we use monies from fund-raisers to pay for travel and/or lodging?

No. All monies raised in the name of Jack and Jill of America, Inc. must be used to support IRS

approved charities.

6. Why do Chapters have to support the Jack and Jill of America Foundation?

The Bylaws of the organization require the Chapter to remit to National 1/3 of the profits from any

fundraising event for Foundation.

7. Are my dues to Jack and Jill of America, Incorporated, tax deductible?

No. Dues to Jack and Jill of America, Incorporated, which is a 501(c)(4) organization, are not tax

deductible in accordance with IRS regulations, and are not contributions to the Foundation, a 501

(c)(3) organizations are deductible.

8. What is Jack and Jill of America, Incorporated current status with IRS?

Jack and Jill of America, Incorporated, was reinstated in 1990 by the Internal Revenue Service as a

tax exempt organization under Section 501 (c)(4). The organization currently maintains this status.

9. Why is it necessary to meet deadlines for the financial reports? Are extensions automatically

granted by the IRS?

It is necessary to receive the financial reports timely in order to meet the filing deadlines required

by IRS. Extensions are not automatically granted. Written request must be presented to IRS and

will be granted only if they exhibit reasonable cause as defined by IRS.

10. Why is it necessary to attach a copy of the bank reconciliation with the End of Year

Reports?

It is necessary because the reconciliation provides the accountant with information that is helpful

to check the accuracy of the financial report.


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11. Why is it necessary for all Chapters to file a financial report in this organization?

As a member of Jack and Jill of America, Inc., each member agrees to adhere to the Bylaws of the

Organization. The Internal Revenue Service requires that the organization file a tax return (From

990) which includes the financial information of all Chapters.)

12. What happens to our Chapter if we do not file?

IRS requires the annual tax return to include the financial information of all affiliated Chapters. If

Chapters do not file a report, it jeopardizes the organization’s tax exempt status. Additionally,

under the Bylaws, Chapter may be suspended for failure to comply.

13. Why is it imperative for the financial officers to have a transitional meeting after tenure of office?

It is important to have transitional meetings because it presents the new officers with opportunities

to acquire needed information regarding their duties and responsibilities which will enable their

tenure in office to be successful.

14. Why is it necessary to have Jack and Jill of America, Incorporated, on all Chapter bank accounts?

This identifies the Chapter as a part of the national organization. This is the Chapter’s designated

official name.

15. If the bank account is opened with a personal Social Security Number, is it necessary to change the

account(s)?

Yes. The account should reflect the Chapter’s Federal Identification Number because if this bank

account earns interest and the individual social security number is used, IRS will tax the individual

for the taxes on that interest.

16. What is the advantage of Jack and Jill of America Foundation?

The Foundation is an arm of Jack and Jill of America, Incorporated that can solicit and receive tax

deductible contributions.

17. Can Chapters have fund-raisers in the name of Jack and Jill of America, Inc.?

Yes. However, there is a requirement to notify potential contributors that their contributions will

not be tax deductible.

18. Should individual Chapters file an annual Form 990 tax return?

No. Each Chapter is not required to file an annual Form 990 return. The organization files one tax

return which includes the financial information of all Chapters.

19. Can Associates pay their per capita at any time?

No. Associates must pay their dues during the same time frame as Active mothers. Per Capita is

due for September 30th

for all members.

20. Where can I find updated forms?

You may use the forms provided in the Appendix of this handbook or on the Jack and Jill website at

www.jack-and-jill.org.


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XVII. APPENDIX

SAMPLE PROFIT &LOSS STATEMENT REPORT

QUICKBOOKS


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Sample of a General Ledger Report from QuickBooks


24

Jack and Jill of America, Inc.

Chapter Chart of Accounts

Operating Account Account Type

Bank – Operating Bank

Bank 2- Fundraising Bank

Opening Balance Equity Equity

Unrestricted Net Assets Equity

100 Chapter Dues Income

100 Chapter Dues: 100.1 Active Members Income

100 Chapter Dues: 100.2 Active Mothers New in May Income

100 Chapter Dues: 100.3 Active Teen Members Income

100 Chapter Dues: 100.4 Members on Leave Income

100 Chapter Dues:100.5 Late Fees Income

200 Regional Per Capita Income

200 Regional Per Capita: 2001. Active Members Income

200 Regional Per Capita: 200.2 New Member Joining Fee Income

200 Regional Per Capita: 200.3 Active Teen Members Income

200 Regional Per Capita: 200.4 new Teen Joining Fee Income

200 Regional Per Capita: 200.5 Associates Income

200 Regional Per Capita: 200.6 Member on Leave Income

200 Regional Per Capita 200.7 Regional Assessment(s) Income

300 National Per Capita Income

300 National Per Capita: 300.1 Active Members Income

300 National Per Capita 300.2 New Member Joining Fee Income

300 National Per Capita 300.3 Associates Income

300 National Per Capita 300.4 Life Members – 10 Years Income

300 National Per Capita 200.5 Life Member- 15 years Income

300 National Per Capita 300.6 Life Member- 20 Years Income

300 National Per Capita 300.8 National Conv. Assessment Income

300 National Per Capita: 330.7 members on Leave Income

400 Headquarters Assessment Income

500 Meetings Income

500 Meetings: 500.1 Children’s Cluster Income

500 Meetings: 500.2 Mothers’ Workday/Cluster Income

500 Meetings: 500.3 National Convention Income

500 Meetings:500.4 Regional Conference Income

500 Meeting’s: 500.5 Teen Conference Income

500 Meetings:500.6 Other Meetings Income

600 Other Income Income

600 Other Income 600.1 Teen Income Income

600 Other Income 600.10 Misc. Income Income

600 Other Income 600.2 Special Chapter Assessment Income

600 Other Income 600.3 Interest Income Income

600 Other Income 600.5 Xfer from Fundraising acct Income

600 Other Income 600.6 Grants/Gifts/Contributions Income


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600 Other Income 600.7 Up the Hill Income Income

600 Other Income 600.8 Program Activities’ Income

600 Other Income 600.81: Program Activities’: J&J Day Registration Day Income

1000 Programming Expense

1000 Programming 1000.1 Init new mem/Install of Expense

1000 Programming 100.2 Family Activities Expense

1000 Programming 1000.2 Family Activities: Jack and Jill Day Expenses Expense

1000 Programming 1000.3 Teen Activities Expense

1000 Programming 1000.4 Children Activities Expense

1000 Programming: 1000.5 Chapter/Parental Activity Expense

1000 Programming 1000.6 Other Activities Expense

1500 General Operating Expense

1500 General Operating: 1500.1 Advertisements Expense

1500 General Operating: 1500.2 Bank Charges Expense

1500 General Operating: 1500.3 Clerical Assistance Expense

1500 General Operating: 1500.4 Computer Equip/Access Expense

1500 General Operating: 1500.5 Courtesies Expense

1500 General Operating 1500.6 Duplication/Printing Expense

1500 General Operating: 1500.7 Legal, Actng,Fin Audit Expense

1500 General Operating: 1500.8 Office Supplies Expense

1500 General Operating: 1500.9 Other Contributions Expense

1500 General Operating 1500.9.1 Postage Shipping Expense

1500 General Operating 1500.9.2 Refunds/NSFs Expense

1500 General Operating 1500.9.3 Telephone/Telecomm Expense

1500 General Operating 1500.9.4 Travel Expense

1500 General Operating 1500.9.5 Miscellaneous Expense

2000 Per Capita Expense

2000 Regional Per Capita: 2000.1 Active members Expense

2000 Regional Per Capita: 2000.2 Active Teen Mothers Expense

2000 Regional Per Capita 2000.3 New member Joining Fees Expense

2000 Regional Per Capita: 2000.4 New Teen Joining Fee Expense

2000 Regional Per Capita: 2000.5 Associates Expense

2000 Regional Per Capita: 2000.6 Members on Leave Expense

2000 Regional Per Capita: 2000.7 Regional Assessments Expense

2000 Regional Per Capita: 2000.9 Late Fees Expense

3000 National Per Capita Expense

3000 National Per Capita: 3000:1 Active Members Expense

3000 National Per Capita: 3000:2 New Member Joining Fee Expense

3000 National Per Capita 3000.3 Associates Expense

3000 National Per Capita 3000.4 Life Members-10 Years Expense

3000 National Per Capita 3000.5 Life Members- 15 Years Expense

3000 National Per Capita 3000.6 Life Members- 20 Years Expense

3000 National Per Capita: 3000.7 members on Leave Expense

3000 National Per Capita: 3000.8 Nat’l Conv. Assmnt Expense

3000 National Per Capita: 3000.9 Late Fees Expense

3000 National Per Capita: 3000.9.1 Bonding Fees/Insurance Expense


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3000 National Per Capita: 3000.9.2 Up the Hill Expense

4000 Headquarters Assessment Expense

5000 Meetings Expense

5000 Meetings: 5000.1 Children’s Cluster Expense

5000 Meetings: 5000.2 Mother’ Workday Cluster Expense

5000 Meetings 5000.3 National Convention Expense

5000 Meetings: 5000.4 Regional Conference Expense

5000 Meetings: 5000.5 Teen Conference Expense

5000 Meetings: 5000.6 Other Meetings Expense

5000 Meetings: 5000.7 Chapter Meetings Expense

7000 Foundation Contributions Expense

7000 Foundation Contributions: 7000.1 Mothers Cont. Foundation Expense

7000 Foundation Contributions: 7000.2 Teen Cont. Foundation Expense

7000 Foundation Contributions: 7000.3 Contributions local Char Expense

7000 Foundation Contributions: 7000.4 Fundraiser Exp Expense

7000 Foundation Contributions: 7000.5 Transfer to Fundraiser Expense


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HOW TO PRINT A CHAPTER ROSTER IN THE MIS SYSTEM

Active Members

1. Logon to the MIS system: https://jj.amsasp.com/members

2. Click on Membership Search under Quick Links on the blue part of the page on the left hand side

3. For Member Type, click Active

4. For Membership Category, click Participating

5. For Membership Status, click Current

6. In the Chapter Code box, enter your Chapter code (you can find your Chapter code by entering your

Chapter name in the Chapter Code/Name box at the bottom of the left side of the screen)

7. Click Submit

8. The list is the active members in the MIS system. This is the list that can be submitted with the per

capita. Please edit the list as necessary (Cross out members who should not be listed and add

members who should. If you know the reason for the changes, please indicate)

10. Print

Associate Members

1. Logon to the MIS system

2. Click on Membership Search under Quick Links on the blue part of the page on the left hand side

3. For Member Type, click Associate

4. For Membership Category, click All

5. For Membership Status, click All



7. Click Submit

8. The list is the associate members in the MIS system. This is the list that can be submitted with the per

capita. Please edit the list as necessary (Cross out members who should not be listed and add

members who should. If you know the reason for the changes, please indicate)

9. Print

Teens

1. Click on Chapter Child/Teen under Quick Links on the blue part of the page on the left hand side



3. Click the box Only Teens

4. Click Submit

5. The list includes all active Teens in the Chapter

6. Print

Chapter Per Capita Report

1. Click on Chapter Per Capita Tax under Chapter Activity on the blue part of the page on the left hand

side



3. Click Submit

4. You will see the Per Capita Tax Report for your Chapter

5. Print and submit along with payment and your Active, Associate and Teen Rosters.


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Jack and Jill of America, Incorporated

Confirmation of Funds Exchange

_____________________ Chapter

Income Category Amount Received Cash/Check #

1. ___________ _____________ __________

2. ___________ _____________ __________

3. ___________ _____________ __________

4. ___________ _____________ __________

5. ___________ _____________ __________

6. ___________ _____________ __________

7. ___________ _____________ __________

8. ___________ _____________ __________

9. ___________ _____________ __________

10. ___________ _____________ __________

11. ___________ _____________ __________

12. ___________ _____________ __________

Cash Total: ______________________________________

Check Total: ______________________________________

Date of Receipt: __________

Signature: ______________________ Signature: ________________________

Chapter Treasurer Chapter Financial Secretary

Note: Financial Secretary to keep a signed copy on file for annual Chapter audit


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Transition Requirements for Regional Treasurers

This documentation and information must be transitioned within 30 days of the Mother’s conference

unless specified in Bylaws:

o Provide the National Treasurer with a list of the newly elected officers so that she may

prepare and provide the official letter to the newly elected officers with their names on it and

with the Jack and Jill stamp of the National President for financial institutions to open

accounts in the Jack and Jill of America Inc.

o A check for $5,000 must be given to the newly elected Treasurer to carry on the business of

their Region as the prior administration concludes their business. This check must be

presented to the newly elected Treasurer at the conclusion of the Mother’s Regional

Conference. This check is to be deposited in a bank selected by the RT with the approval of

the new Regional Director. A Teen Conference account and the Mother’s Conference account

may be opened as funds become available for those accounts.

o Contact information of the Region’s Chapter Presidents, Regional Officers and Regional

Committee Appointees.

o Copy of all financial reports that represent the financial activity of the Region. This should

include but is not limited to the Bank reconciliation, Budget vs. Actual report, General Ledger

for the entire tenure of the outgoing RT for all accounts, and copies of all bank statements.

o Hard and electronic copy of the newly approved budget of the Region.

o A complete package of the Teen Conference, Mother’s Workday, Children Cluster and

Mother’s Conference which includes registration forms, budget, number of registrants, etc.

o All Chapter files that include information collected during tenure of RT.

o Minutes from Mother’s Conference and Teen Conference.

o Regional End of Year Reports submitted during tenure of RT.

o Copies of all signed contracts during tenure.

o Copies of all 1099 Tax forms filed during tenure and information for filings by newly elected RT

and copies of W9 forms in possession.

o List of all equipment purchased and/or leased during tenure with dates of purchase, ID

numbers, description and price of purchase.

o Copy of Audits and Interim reports when completed as per the Bylaws.

Documents

Jack and Jill of America, Inc. Financial Handbookjackandjilldc.org/.../uploads/2012/08/2012-Financial-Handbook_FINA… · Jack and Jill of America, Inc. Financial Handbook 6 II.SPECIFIC