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\fernbership & Financial
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... Guidebook for Local Treasurers: sMembership Chairs................................
WEAC CONTACT INFORMATIONWisconsin Education Association Council. 33 Nob Hill Road. P.O. Box 8003 • Madison, Wisconsin. 53708-8003
Phone Toll-Free: 1-800-362-8034 • Phone: 608-276-7711 • Fax Toll-Free: 1-866-958-1817 • Fax: 608-276-8203
WEAC Lockbox (State and National Finance Only) • PO Box 681132. Milwaukee, Wisconsin. 53268-1132Questions/Concerns Contact Person Title Phone Number: E-mail
1-800-362-8034Accounting Jane Oberdorf Financial Director ext. 359 oberdorfi{a),weac.orzAttorney Referral Program Cindi Ritter Legal Staff Assistant ext. 246 [email protected] (WEAC/NEA)Budgeting Debbie Wittwer Financial/Budget Analyst ext. 229 wittwerdoaweac.orzEducators Liability Insurance Deb Mevlor Legal Secretary ext. 248 mev1ord{a),weac.orzFair Share Fee Payers Nancy Kaczmarek Legal Counsel ext. 314 kaczmarekneaweac.orzFiscal Responsibilities Vacant WEAC Secretary/Treasurer
Jane Oberdorf Financial Director ext. 359 [email protected]
iMIDAS Help Desk Patti Westphal, Lynelle Byrne Membership Staff ext. 316, 223 [email protected]
iMIDAS Access Nathan Harper IT Director ext. 357 hamemcaweac.orzInvesting Jennifer Vos Financial/Budget Analyst ext. 298 . vosi{a),weac.orgIRS Reporting Requirements Debbie Wittwer Financial/Budget Analyst ext. 229 [email protected]
Marta Shetler Financial Staff Assistant ext. 267 shetlermeaweac.orzIRS 990-N Reporting Debbie Wittwer Financial/Budget Analyst Ext. 229 wittwerd{a),weac.org
Marta Shetler Financial Staff Assistant ext. 267 shetlermeaweac.orzMembershin
Benefits, Savers Club, Diana Buchholz Member Benefits Staff Assistant ext. 253 [email protected] CardsDues, Forms/Materials, Patti Westphal, Lynelle Byrne Membership Staff ext. 316, 223 [email protected] Patti Westphal, Lynelle Byrne Membership Staff ext. 316, 223 [email protected]
Promotional Materials Michelle Plansky Staff Assistant ext. 306 [email protected]
PAC - establishing, other Gail Gonzales Political Action Coordinator ext. 326 [email protected]: Fiscal/Membership Vacant WEAC Secretary/Treasurer
Jane Oberdorf Financial Director ext. 359 [email protected]
Retired Membership Patti Westphal, Lynelle Byrne Membership Staff ext. 316, 223 [email protected]
Service Concerns Vacant WEAC Secretary/TreasurerJane Oberdorf Financial Director ext. 359 [email protected]
Technology Nathan Harper IT Director ext. 357 [email protected]
Trainings: Combined Marta Shetler Staff Assistant ext. 267 [email protected] and Fiscal
WEAC Guidebookfor Local Treasurers and Membership Chairs iii
SECTION 1: CALENDAR--
MONTHLY INFO. SENT TO INFO. AVAILABLE INFO. AVAILABLE
TREASURERS AND PRESIDENTS ON-LINE UPON REQUEST
Membership Dues Statement (p.34) Treasurer/Membership Chair Customized reports andReview for accuracy Guidebook labels with your
Treasurer Newsletter Reports and labels with your membership dataPertinent information re: membership and membership data (iMIDAS, p.60)
financial responsibilities
RESPONSIBILITIES DUE ON A MONTHLY OR "As NEEDED" BASIS
DISTRIBUTEA Membership Enrollment Form (p.37) to new members. Follow-up on forms not returned within30 days.
Treasurer's Report (p.SS) to the Local Officers and present it at every Local meeting.
Stipends (p.90) to the Local Officers as requested.
INFORMMembers that political action refund money (p.20) must be requested annually by October 30 orwithin 60 days ofjoining.
President and Officers when the budget is exceeded
RECEIVEMembership Dues Statement(s) (p.34) and review for accuracy. Inform WEAC Membership oferrors.
Treasurer Newsletter with pertinent information regarding membership and financialresponsibilities with upcoming date reminders.
Mail from financial institutions and regulatory agencies (e.g. IRS, Wisconsin Department ofRevenue, your bank, and investment companies).
SUBMITMembership dues collected for WEAC and NEA within 30 days of' receipt.
Membership Enrollment Form for New Members (p.37) within 30 days ofreceipt.
NEA Fund for Children and Public Education (FCPE) (p.23) contributions within 10 days 0/receipt after the final payroll deduction ofthe year.
Reports to regulatory agencies, including IRS reports (p.92) by the required due dates.
Bills and expenses for payment.
Member expenses for reimbursement.
UPDATEMembership records in iMIDAS (p.46) (preferred method) or utilize the appropriate formswithin 30 days 0/a change.
Cash Receipts Record (p.77) and Cash Disbursements Record (p.77) on a monthly basis.
PREPAREBank Reconciliation (p.76) on a monthly baSIS
Treasurer's Report (p.8S) for every Local meeting
WEAC Guidebook for Local Treasurers and Membership Chairs Page 1
RESPONSIBILITIES DUE DURING SPECIFIC MONTHS (AUGUST 2010-JANUARY 2011)We recommendplacing the following calendar in a prominent position to remindyou ofimportant deadlines.
Page 2
AU changes to the membership records for the 2009-10 year mustbe completed prior to the next membership (fiscal) year.
SUBMIT updated IRS 990-Nfiling information form (p.1lO) for the2009-10 fiscal year.
END OF FISCAL (MEMBERSHIP) YEAR
BEGINNING OF NEW FISCAL (MEMBERSHIP) YEAR
REVIEW your J..,ocal 's Constitution, By-Laws, and/or Policies (p.68) forrecommendations and updates.
RECEIVE a 2% monthly charge to all outstanding dues from previousmembership years (p.6).
RECEIVE WBAC MSfmbership Dues Statement (p.34) for 2009-10membership year, if you have a dues balance payable.
UPDATE membership additions and changes for the new (2010-11)membership year in iMIDA$., p.50 (first day available). Please refer tothe iMIDAS Welcome page for announcements.
SUBMIT signed WEAC Dues Agreement (p.32).
Conduct a Local Financial Review (p.86) of the previous fiscal year.
RECEIVE WEAC Membership Dues Statement (p.34) for 2009-10membership year, if you have a dues balance payable.
SUBMIT completed membership additions and changes for the new(2010-11) membership year with the Annual Continuous MembershipRoster, p.42 (if not utilizing iMIDAS, p.46), allowing fifteen days formailing and data entry.
RECEIVE WEAC Membership Dues Statement (p.34) for 2009-10membership year, if you have a dues balance payable.
SUBMIT final membership additions and changes for the 2010-11membership year in iMlDAS, p.50 (preferred method).
SUBMIT request for Political Action Contribution (PAC) refund moneyby individual members (p.20). Fair share fee payers will receivepolitical action refunds automatically.
Political Action Rebates will be mailed to Fair Share Fee Payers andthose who requested a rebate. Local's should pay all political actioncommittee payments, WEAC will return the rebates to members.
SUBMIT final membership additions and changes for the 2009-10membership year.
SUBlVUT no less than 10% ofyour dues to avoid interest penalties, inaddition to submitting dues within 30 days ofreceipt (as required by theWEAC Bylaw 4-5) .
SUBMIT final membership additions and changes via the mail for theNEA RA Delegate Allocation (p.2S) if not utilizing iMIDAS (p.46).Changes will affect how many delegates your Local receives.
SUBMIT no less than 25% of your dues to avoid interest penalties, inaddition to submitting dues within 30 days ofreceipt (as required by theWEAC Bylaw 4-5).
August 27
August 31
(cont'd)
September 1
September 1-10
September 2
October 15
October 1-10
October 30
December 1
December 15
January 7
January 15
Au ust2010
October 2010
Januar 2011
December 2010
November 2010
Se tember 2010S :\1 T W T F S- 3 4
5 6 7 8 9 10 11
12 13 14• 16 17 18
19 20 21 22 23 24 25
'6 17 28 29 30
S :\1 T W T F S
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1\ 9 10 11 12 13 14
15 16 17 18 19 20 21
" 0' 24 25 26 • 28.:.._,
29 30
S :\1 T W T F S• 2
- 4 5 6 7 8 9
10 II 12 13 14_ 16 September 15
1-: 18 19 20 21 22 23 September 15-30: .. 25 26 27 28 29
31 October 1
S M T W T F S• 2 3 4 5 6
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14 15 16 17 18 19 20
2J "'-"') '1'" 24 25 26 27--'
2$ 29 30
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WEAC Guidebook for Local Treasurers and Membership Chairs
RESPONSIBILITIES DUE DURING SPECIFIC MONTHS (JANUARY -JUNE 2011)
January 15 Final day to UPDATE membership additions and changes in iMIDAS (p.p.50) for the NEA RA Delegate Allocation (p.25). Changes will affect howmany delegates your Local receives.
MEMBERSHIP COUNT TODAY ESTABLISHES NEA RADELEGATE ALLOCATION.
IRS Forms 990, 990-EZ and 990-N (p.94) filing deadline for fiscal year2009-10 for ALL Locals. IRS Form 990-N filed on your behalfby WEAC(if form turned in).
January 31 Local members RECEIVE a memo from WEAC if any dues have not beentransmitted for the current membership year. The local is also charged a 1%monthly penalty for all outstanding dues (p.6).
February 28 MEMBERSHIP COUNT TODAY ESTABLISHES WEAC RADELEGATE ALLOCATION.
February 1 Last day to file with the WI Dept. of Revenue IRS Fonns 1099 and 1096(p.99) for Locals who pay stipends to officers and committee chairs oremploy "independent contractors" (p.90).
February 11 SUBMIT membership additions and changes via the mail for the WEAC RADelegate Allocation (p.25) if not utilizing iMIDAS (p.46). Changes willaffect how many delegates your Local receives .
February 25 Final day to UPDATE membership additions and changes in iMIDAS (p.p.50) for the WEAC RA Delegate Allocation (p.25). Changes will affecthow many delegates your Local receives.
S M T W T F
3 4 5 6
10 11 12 13• 18 19 20 22
24 25 26 27 29 January 17
S M T W T F S
.2 3 4 5
7 8 9 10. 12
14 15 16 17 18 19
21 22 23 24_ 26
S M T W T F S
• 2 3 4 5
6 7 8 9 10 11 12
13 14. 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30 31
Januar 2011
, Februa 2011
: March 2011
, A ril 2011
S M T W T F SMay 20• 2 3 4
5 6 7 8 9 10 11
12 13 14" 16 17 18 June19 20 21 22 23 24 25
June 126 27 28 29 30
S M T W T F S• 2
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
Ma 2011S M T W T F S
1 • 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19. 21
22 23 .. 24 25 26 27 28
29 30 31
" June 2011
March 1 Last day to file with the IRS Forms 1099 and 1096 (p.99) for Locals whopay stipends to officers and committee chairs or employ "independentcontractors" (p.90).
March 15 SUBMIT no less than 40% ofyour dues to avoid interest penalties, inaddition to submitting dues within 30 days ojreceipt (as required by theWEAC Bylaw 4-5).
April Begin budget preparation (p.70), including reviewing programs, for the2011-12 fiscal year .
May RECEIVE memo with WEAC and preliminary NEA 2011-12 dues.
RECEIVE forms to update your Officers, Building Representatives, andNegotiators as well as the Auditor Confirmation Letter (p.44).
UPDATE dues deduction information for school payroll department for thefuture year.
SUBMIT the Auditor Confirmation Letter (p.44) to verify your membershiprecords for the 2010-11 membership year.
SUBMIT final year-end membership additions and changes for 2010-11.
REMINDER: Do NOT MAKE MEMBERSHIP ADDS/DELETES FORUPCOMINGMEMBERSHIP YEAR UNTIL AFTER SEPTEMBER 1.
SUBMIT no less than 70% of your dues to avoid interest penalties, inaddition to submitting dues within 30 days ojreceipt (as required by theWEAC Bylaw 4-5). .
WEAC Guidebook for Local Treasurers and Membership Chairs Page 3
July RECEIVE 2011-12 membership packet including the Continuous MembershipRoster (pA2), WEAC Dues Agreement (p.32) and Membership Materials.This packet will be mailed to the Treasurer. Ifyou will not be the Treasurerfor the future year, PLEASE pass along all information to the newTreasurer, Membership Chair and/or the Local President.
RECEIVE WEAC IRS 990-N filing infonnation fonn (p.110) to update fiscalyear 2010-11.
The Treasurer/Membership Chair Guide will be updated with 2011-12 info.
June 1 SUBMIT updated list of Officers, Building Representatives and Negotiators orimmediately following your Local's election.
June 15 RECEIVE memo to all Local members if dues have not been transmitted forthe previous membership year detailing the unpaid dues (p.6).
August Finalize budget (p.70) preparations for the 2011-12 fiscal year.
August 26 SUBMIT updated WEAC IRS 990-N filing information fmID (plIO) for the2010-11 fiscal year.
August 31 An changes to the membership records for the 2010-11 year must becompleted by 4:00 p.m., if using iMIDAS.
August 31 SUBMIT no less than 100% of your dues to avoid interest penalties, inaddition to submitting dues within 30 days ofreceipt (as required by theWEAC Bylaw 4-5).
END OF FISCAL (MEMBERSIDP) YEAR
RESPONSIBILITIES DUE DURING SPECIFIC MONTHS (JUNE-AUGUST 2011)
June20tl
Au ust2011
'1 T W T F S• 2 3 4
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l} 14• 16 17 18
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•••••••••••••a•••a•••t------------------------------- IFF4r Guidebook for Local Treasurers and Membership Chairs Page 4
FAIR SHARE FEE PAYERS
SECTION 4: FAIR SHARE/PAC
Fair share fee payer deductions are the same as active member deductions. Please contact the WEACMembership Office ([email protected]) at 1-800-362-8034 or UniServ office if there are issues orquestions regarding payroll deduction.
3. Can a fair share fee payer also be a union member?No. A union member who wishes to become a fair share fee payer must direct a signed, writtenletter to WEAC's President or their Local Association President requesting termination of unionmembership.
Page 18
A fair share fee payer pays a "fair share" fee certification to WEAC and NEA for the services it rendersto the non-member in its capacity as the exclusive bargaining representative. Fair share fee payers arenot members for governance purposes (e.g. no voting rights, can't hold office). The WEAC politicalaction contribution (PAC) is automatically returned to fair share fee payers in December. Fair sharerebates are typically provided, upon timely written request, in December. For additional questionscontact Nancy Kaczmarek ([email protected]), Legal Counsel, at 1-800-362-8034 x3l4.
1. What is a fair share agreement?It is an agreement between the school district and the union wherein employees in the collectivebargaining unit are required to pay their proportionate share of the cost of the "collectivebargaining process and contract administration" as measured by the amount of dues uniformlyrequired of all members. Such an agreement contains a provision requiring the employer todeduct dues from an employee, as certified by the union (e.g., §111.70, Wis. Stats).
FAIR SHARE REBATE FAQ's FOR LOCAL REPRESENTATIVES
The following information is provided to association representatives for the purpose of responding togeneral inquiries regarding fair share. If a member or fee payer has a specific question that is notanswered below, please have them contact Nancy Kaczmarek ([email protected]), WEAC LegalCounsel, at 800-362-8034 ext. 314. This written information is not intended for general dissemination tomembers or fee payers.
All organizational services funded by membership fees are typically available to fee payers includingreceipt of publications, unless an individual specifies "no mail". Fair share fee payers are also eligiblefor DuShane Fund assistance and other membership-fee supported programs, but are not eligible forinsurance programs or other economic service programs which operate on a self-sustaining basis.
2. What is a fair share fee payer?A fair share fee payer is a unit member who elects not to be a union member. Fair share feepayers are required to pay their proportionate share of dues related to collective bargaining andcontract administration. Fair share fee payers may request a rebate for activities that relate tonon-chargeable expenditures, such as charitable contributions, lobbying and organizing efforts.Fees used for direct political action are automatically rebated to all fee payers (Refer to #10).
4. What benefits/rights are fair share payers entitled to?Fair share fee payers are provided the same representation in all employment matters as fulldues-paying members. Fee payers may participate in contract ratification votes only pursuant tolocal approval. Union-negotiated benefits, including union-negotiated insurance plans and tax-
WEAC Guidebook for Local Treasurers and Membership Chairs-
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sheltered annuities, such as the WEA Trust insurance plans and WEA Trust tax-shelteredannuities (TSA, e.g. 403(b) or Roth), are also available to fair share fee payers.
5; What union benefits/rights do fair share fee payers lose?Fair share fee payers are ineligible to participate in internal union governance decisions (i.e. votein unionelections, hold union office, or influence union policies or activities). Fee payers aregenerally not entitled to NEA supplemental membership benefits such as the NEA life insurancepolicy or reduced travel fees.
The NEA's Educator's Employment Liability (EEL) insurance program is also a "member-only"benefit; therefore, fair share fee payers are technically ineligible for participation. However,WEAC has adopted the position that fair share fee payers who do not request a rebate are entitledto EEL insurance coverage because they have paid for the policy. The NEA does not agree withthis position, but at this time allows WEAC to enroll those fair share employees who do notrequest a fee rebate in the EEL program. The NEA may decide in the future to limit EELcoverage to active members only.
6. Are fair share fee payers assessed an amount equal to full dues?Yes. Under most local association fair share procedures, deductions initially are made for a feecertification that is equal in amount to the NEA/WEAC/UniServ/Local dues. Fair share rebatesare subsequently issued by WEAC.
7. What is the procedure for requesting a rebate?Near the beginning of each school year, WEAC Legal Counsel sends information regarding itsexpenditures to all fair share fee payers currently on its membership roster. Fair share fee payersare provided 30 days from receipt of those materials to indicate whether they wish to request arebate for expenditures unrelated to collective bargaining. Upon receipt of said request, WEACnotifies objectors of their options, including the right to accept the standard rebate offer orproceed to arbitration. Fair share objectors who accept WEAC's offer can generally expect toreceive a rebate check in December of the fiscal year wherein a rebate request has been made.
8. How is the rebate amount determined?The rebate percentages for the NEA, WEAC and UniServs are based upon detailed analyses ofexpenditures; the WEAC rebate is subject to approval by its Board of Directors. Fair share feepayers are offered a standard 25% rebate of local dues. However, because legal precedentsuggests that a local budget cannot be deemed valid unless a formal audit is performed to verifyexpenditures, fair share fee payers are offered the option of selecting up to a 100% rebate if anindependent audit or verification is not performed for their local.
9. Can a fair share employee challenge WEAC's fair share calculations?Fee payers can request arbitration. Under this option, an escrow account is established whichholds 100% of the contested dues deductions. However, because WEAC has sought to providemore in the standard rebate offer than its calculations indicate it may owe, it is possible that a feepayer will receive a smaller rebate through arbitration. In the most recent arbitration for whichWEAC has a decision, the arbitrator sustained a rebate amount slightly lower than that which theAssociation projected and offered.
10. Do fair share fee payers need to request arebate for the Political Action Committee (PAC)assessment?No. Fair share fee payers are automatically refunded their WEAC and UniServ PAC assessment.
WPAr Guidebook: tor Local Treasurers and Membershin Chairs Paze 19
Page 40
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EDUCATION SUPPORT PROFESSIONAL OF WISCONSINNATIONAL EDUCATION ASSOCIATION.{.IC.f~("'1#41;[."!&I;njj#·];J6·
IMPORTANT - PLEASE COMPLETE AND CHECK
.J Active ESP Fl..lll Tj~ AG'::?-l00 96,50 S 157.50(SuB-T0111lS) NEA s
.J Aclivi'!ESP Half Timo' AC·2·;;O 53.50 $ T8.75 ---_._--,-~
.J Active ESP <HiwEft. - Less than Halt Time AC-2-d9 5350 L ____ WEAC
NEA . (26%·!50':-h}
.J Active ESP :: 2'5~;" or jfJSS AC·2·25 s -32,00 s., IMPORTANT: LOCAL $ --_._---_._-
.J Or~ni:zil19 SC·2'0 S 0.1)0 S 0.00
.J f=alrSham ESP FullTune FP-2-100 s 9tl50 s 157.50 UNISERv $,.--------
.J Fair Share ESP Han Time' FP·2·50 $ 53.50 S 7875
.J Fair Share ESPo::HT FP-?"49 S 5::t50lo-ss thtlfl Half Time NEA-FCPe $-_.--,------i26",,·5{)<'-d
.J F>"l!f Share 25~:, or I~'S$ FP-2-2S s 3125 L _______ '00'• TOTAL
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LOCAL ASSOCIATION:
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33 Nob Hill BcsdP.O. Box 8003
MadJSQ(l. WI 53i'{]8~8003
MEMBERSHIP ENROLLMENT FORM FOR NEW MEMBERS
EDUCATIONAL SUPPORT PROFESSIONALS
MEMBER TYPE CODE NEA WEA
Aooual roo-mOOrnhip peymern ocrcoosS5.66fora t-yeers-ubscrlption toNEAToday andTeday's EdutatiOl'a-nd $7.35 fora t-yearsuoocriplion to WEACln PrirL
I TheWEAC·ESP peyrnerafor 2OtO-20ilisSiS'Z$O ol whlGh$10J);) IS- for pQl~1ca1 adfoo,
II rurdersland I may request ~ rahH1<1 01that portion -of my~fM de~tedfo{polidcataG1Nity by wrrtinglOtheW€AC Pre-sidentP.O. Box 6003, Madison,WI 53108-8003, byOctober30 Of BEFORE or Wr1hii'l60days~ joining.aoo tbat mymei11b@rshlpwilloot be affoded bySticha tl!!qUt1:St.
III I uooerstnnd ute National E<b:::a{ionAssoclalk1o Fund fOfChikken and Public Education (NEA fCPE) ooIfeds volumary oonl,ibutiotls from~ion rnernbers and uses thesecontribuiiOi'Il;i forpoliticalpurposes. inc[udlng. but not limiled to. l1'IaNllg -oootrbuUOns toand ¢-xpendlturos- on behalfOffriend$; ofW1:$: ooutationwliQere <:andl:fmes forledera!oftitc:e. Ci";lJ S.<:iltlf;.'1S orla\\~J~ C~m\~W3;~ r~)i-~';!il~ [fl,W ccrMit,u? t·1ltt NtA~iJ\d, COntributions to Th0 NEAF'CPEarevoh,mtary:makinga oomribulionfs oo~U1efa 'Condition of e~rMntnormembers-hlp [n IheAsSOCialion, ahdmettbelShavelhet,righl'!O refuse to c;ontf1bQt.e: w~hout$u1feting allY' rnprisaL Altho~9h TheNEAFC?Erequests anannual contl'ibutiOn01$15,t.hisis only a suggestion,A membermay,?Omfibule ~e: or less than lhe sugoesood ereeunt.or mayiXXllribul.e nothingat al!. withoUt it anecnngrns or her roormer5hipstalus., rights,Orbenefssin NEA or any CIt its a~diates. C(lntIlbutklnsor gifts toO The NEA fCP€ am notde<Juctbl'9 tJ,s:chatUabla bOI1lribtJtio-IlS f« [ederal iliCQf(le.l~ pcrpcses.
FederaltawmqutreitU$10USe our best .gffoflsto collectand report the namJ:l, mailingaddress., OolX.tJpMion and name of emplOyer tOt'each itldividua!if.;tlOMOOflbibu1kJfl$ aoo:re-gale inexcess cl S200ina calender veer.
Federaliaw pr(jhbls The NEA Fepc: Ircm feoeivingdPnalkmsfromperecns otMr ttw:l fTJoembersc of NEA and its alfmalli!"$, -andtheit immedIatefamilles_A"donatlOns fromparsons other than members of NEA and hs altiliates, and thew immediale lamll165c, wlflbo r61umoo fof1hwl1h,
O~S paymenlsare notdedllclible as chari1ab!'e COOllib«lions for federal incometax purpows. Dt-ias paymerns(or a.porlioo} fM'f be dedoctibreas a mlsce1lal'teOlJ$ il:emizedooduC{J;:tt'\
H/EAC Guidebook for Local Treasurers and Membership Chairs-
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