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Jack and Jill of America, Inc. Financial Handbook
2
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
Jack and Jill of America, Inc. Financial Handbook
3
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
Jack and Jill of America, Inc. Financial Handbook
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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.
Jack and Jill of America, Inc. Financial Handbook
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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
Jack and Jill of America, Inc. Financial Handbook
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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.
Jack and Jill of America, Inc. Financial Handbook
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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.
Jack and Jill of America, Inc. Financial Handbook
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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.
Jack and Jill of America, Inc. Financial Handbook
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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.
Jack and Jill of America, Inc. Financial Handbook
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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.
Jack and Jill of America, Inc. Financial Handbook
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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.
Jack and Jill of America, Inc. Financial Handbook
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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
Jack and Jill of America, Inc. Financial Handbook
13
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.
Jack and Jill of America, Inc. Financial Handbook
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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.
Jack and Jill of America, Inc. Financial Handbook
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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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20
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
Jack and Jill of America, Inc. Financial Handbook
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Sample of a General Ledger Report from QuickBooks
Jack and Jill of America, Inc. Financial Handbook
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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
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 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
2. 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)
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
2. 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)
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.
Recommended