CHAPTER TREASURERS’ WORKSHOP
AGENDA
CHAPTER TREASURERS’ WORKSHOP
July 19, 2016: 10:00 a.m. - 11:30 a.m.
Online Meeting
1. Call to Order
2. Roll Call by Chapter / Introduction of Participants
3. Welcome and Opening Remarks
4. The Role of the Treasurer
5. Chapter-Level Duties
6. Statewide Reporting Requirements
7. Reporting Calendar
8. Useful Information and Forms
9. Adjourn
Page 1 of 23
CHAPTER TREASURERS’ WORKSHOP
TREASURER’S ROLE
Chapter-Level Duties
• Maintain accounting records
• Ensure procedures are followed
• Account for all receipts and disbursements
• Reconcile bank statements
• Generate monthly reports
State-Level Requirements
• Ensure sales tax transactions are handled correctly
• Report sales tax and use tax activity (or non-activity) to the Controller each quarter
• Ensure W9 forms are obtained for all individuals
• Report independent contractor payments to the Controller
• Send monthly Chapter financial reports to CSEA State Office
• Provide year-end financial report to Controller in format supplied for conformity with group tax
return
CSEA Board Policy:
“Each incorporated Chapter shall submit copies to the Society's Executive Office of all tax returns and
information documents (tax returns) it files within 10 days of their being filed with the appropriate
governmental agencies (CSEA due date). Tax reports include all tax documents, e.g., quarterly EDD reports, 940,
941, state returns, 1099 reports, 990, 990T, W-9, and requests for extension of time to file. If the Executive
Office has not received the tax reports by the CSEA due date, the Executive Office shall notify the President of
the incorporated local Chapter. Within 10 days of notice, the Chapter President shall cause the tax reports to be
filed and copies sent to the Executive Office. If the local Chapter fails to file and send copies of the tax reports to
the Executive Office within said 10-day period, the Executive Office shall present such facts to the Board of
Directors at its next meeting for the Board to determine whether the local Chapter's charter should be
suspended or revoked.”
“Each unincorporated Chapter shall submit copies of its year-end financial records and examination report to
the Society's Executive Office for inclusion in the Local Chapter consolidated 990, 990T tax return within 60 days
of the close of their fiscal year. Tax report data include all tax documents, e.g., quarterly EDD reports and sales
tax reports must be filed with the Executive Office within seven days of the close of each quarter. 1099 reports
due annually by CSEA due date. If the Executive Office has not received the appropriate data by the CSEA due
date, the Executive Office shall notify the President and CSEA Director of the unincorporated local Chapter.
Within 10 days of notice, the Chapter President shall cause the reports to be sent to the Executive Office. If the
local Chapter fails to send copies of the required data to the Executive Office within said 10-day period, the
Executive Office shall present such facts to the Board of Directors at its next meeting for the Board to determine
whether the local Chapter's Charter should be suspended or revoked. (9/06)”
Non-compliance may result in your Chapter being referred to the Audit Committee for disciplinary review.
Page 2 of 23
CHAPTER TREASURERS’ WORKSHOP
CHAPTER-LEVEL DUTIES
The size of the Chapter and amount of chapter activity will play a part in what the Treasurer does. The process
of handing-off the duties from one Treasurer to another is critical to maintaining a good procedural flow.
Accounting Records
As the steward of your Chapter’s records, you have an obligation to future Treasurers to maintain a clean set of
physical and electronic records:
• Supporting documents for all bank deposits and disbursements
• Bank statements and reconciliations
• Bank account documentation and signature cards
• Financial reports
• Meeting minutes or written policy changes that directly relate to the Chapter’s finances
• W9 forms and record of payments to independent contractors
• Details related to the sale of goods, and the purchase of goods for resale
• Contracts
A records retention checklist is found in Section 8 – Useful Information and Forms.
Procedural Compliance
Procedures are a function of internal control and safeguarding your Chapter’s resources. Your Chapter will have
rules about who has authority to incur expenses, what approval is required before funds are committed, and
how these decisions are communicated to the Treasurer (hopefully with signed forms). There will be procedures
for check signing and who can handle cash receipts. Reimbursements to members for Chapter expenses can be
problematic from an internal control perspective, and it is particularly important for your Chapter to have clear
communication about who can spend money on behalf of the Chapter, and what type of documentation is
needed to support a reimbursement request. As Treasurer, it is up to you to ensure everyone complies with
your Chapter’s procedures.
Accounting Transactions
CSEA does not have a mandated statewide chart of accounts. Although each Chapter is allowed the flexibility to
maintain its own chart of accounts in the manner that best suits its needs, the need to consolidate Chapter
financials for annual filing of Form 990 will impose some structure on all Chapters. If your Chapter undertakes a
new education or membership program, or makes a significant change in its activities, please consult with the
CSEA Controller to ensure that year-end reporting will continue to align with the Form 990 filing.
In QuickBooks, it is easy to inadvertently change prior-year transactions. If you void a check that was issued in
the prior year, your year-end balance will change, and your books will be out of balance with the State records.
Page 3 of 23
This can be avoided by enabling a closing-date password once you have submitted your year-end report. If you
need to void a prior-year check after you’ve sent your report, contact the CSEA Controller for guidance on how
to do this without affecting your prior-year balance.
CSEA files its returns under the accrual method. If you have any questions about accrual-basis accounting, please
contact the CSEA Controller. The Chapters may choose to keep their records using the cash method, but will
need to make the appropriate adjustments in the records they submit for the annual group return. If your
Chapter keeps cash-basis books, please contact the CSEA Controller at the start of the fiscal year to review and
plan for the needed adjustments.
Bank Statements
Your Chapter should have a procedure for having someone who is not the Treasurer review and sign-off on the
monthly bank statements and reconciliations. It is not necessary to have your bank return the physical checks if
your statement includes copies of the checks. Statements should be reconciled promptly each month in order
to flag any problems.
Monthly Financial Reports
Send your monthly financial reports (balance sheet and income statement) to the CSEA Controller each month.
It is not necessary for the reports to have been reviewed by your Chapter Board before sending them to the
State office.
Reports can be emailed to [email protected], or faxed to (916) 366-6674. It is not necessary to send bank
statements or detailed ledgers – the income statement and balance sheet for each month is all we need.
Page 4 of 23
CHAPTER TREASURERS’ WORKSHOP
STATEWIDE REPORTING
Each unincorporated Chapter has a unique tax ID, but they are all subsidiaries of a group ID for CSEA Local
Chapters. The State office consolidates the Chapter reports for the following filing requirements:
•
•
•
Quarterly Sales/Use Tax
1099 / Independent Contractor Reporting
Form 990
Sales Tax
If your Chapter sells tangible property (i.e., tax books), then you are required to collect tax at the time of sale.
Tax is calculated based on the location of the sale. At the end of each calendar quarter, you will report your
sales information to the State office, and we will file the cumulative sales tax return with BOE. If there is nothing
to report, please tell the State office that there’s nothing to report.
CSEA has a resale certificate and you can purchase goods that will be re-sold without paying sales tax. Your
vendor will require a copy of a resale certificate in order to omit the sales tax, and a copy of the certificate is
included in Section 8 of this document.
One complication in sales tax is determining what rate to charge. Many localities are adding their own tax rates
to the county-wide rate. In Sacramento County, the base rate is 8%. But if you sell in the cities of Sacramento or
Galt, the tax rate will be higher. What happens when your chapter sells items at different locations with
different tax rates? You are required to charge according to the location.
Someone else from your Chapter may be handling the purchase and sale of goods. It will make your life easier if
you work closely with the people who are handling your sales transactions to make sure that they have the tools
necessary to provide the information you need on a timely basis.
Sales tax is not a straightforward concept (surprise!). Section 8 contains examples of some typical and some
slightly complicated sales tax situations, but it is not a complete set of examples. Please contact the CSEA
Controller any time you have questions about how to apply sales tax rules to your own situation.
Use Tax
We are required to remit sales tax to the State for every purchase that should be taxed, but isn’t. This happens
most frequently when purchases are made from out of state vendors who are not required to collect California
sales tax. It may also happen if your Chapter buys non-resale items from a vendor who also sells you items that
are for resale.
Page 5 of 23
Whenever this happens, set aside a copy of the related documents and then include the appropriate amount of
sales tax in your quarterly report to the State office. When you record use tax, book it to the same expense
category as the item that was purchased.
Independent Contractor Reporting
California requires that we report independent contractor payment information throughout the year.
Whenever a contractor is paid $600 or more, or when a contract is entered into for at least $600, we are
required to submit a form DE 542 to the State. California also requires withholding of 7% on payments to outof-state contractors after they have received payments totaling $1500 in a calendar year. The Federal filing
requirement is annual, and also based on a $600 requirement.
These thresholds apply to the combined Local Chapters. If one Chapter pays a speaker $400, and another
Chapter pays the same speaker $200, we have to report the total amount to the State promptly, and to the IRS
after year-end. The State only needs notification once each year, at the point that the contractor crosses the
$600 threshold. Section 8 contains more detailed information.
The only way to coordinate this information is for the Chapters to submit their independent contractor payment
details to the State office throughout the year. You should always obtain a W9 form whenever you pay a new
vendor. This is the only way to know for sure what their tax status is, and to know what name to use when
reporting their payment information. The IRS will contact us whenever a 1099 has a mismatch between the tax
ID and the name on the form. If the mismatch continues, you will be required to withhold taxes from future
payments.
Effective immediately, we are asking each Chapter to send details of their independent contractor payments to
the State office on a monthly basis. Information may be sent more frequently (i.e., at the time of payment), if
that is more convenient.
Fiscal Year-End Reporting for Form 990
You are responsible for supplying the year-end information for fiscal year 2015-2016. Your predecessor is
responsible for the fiscal year ending 6-30-2015. The State office will supply an Excel spreadsheet for you to use
for reporting financials in a format that allows for consolidation. An “inclusion letter” is also required along with
your 990 information; this letter gives CSEA permission to use your information in the preparation of our group
return. It also attests that the information is accurate. These forms are found in Section 8.
Page 6 of 23
CHAPTER TREASURERS’ WORKSHOP
REPORTING CALENDAR
Report
Due Date / Timing
Monthly Chapter Financials
(balance sheet and income statement)
By the end of the next month
Report of independent contractor
payments
By the end of the next month, except at calendar
year-end. The final report for the calendar year
is due to CSEA by January 10 in order to allow
time for consolidation and generation of 1099
forms.
Quarterly sales/use tax report
October 15, January 15, April 20, July 15
Form 990 financial report and inclusion
letter
September 8, 2016
Reports can be emailed to [email protected], or faxed to (916) 366-6674
Page 7 of 23
TREASURERS’ WORKSHOP
July 19, 2016
DETAILS, FORMS AND USEFUL INFORMATION
Page 8 of 23
CONTACT LIST 2016-2017
BIG VALLEY
INLAND EMPIRE
SAN DIEGO
CENTRAL CALIFORNIA
LOS ANGELES
SAN FERNANDO VALLEY
CENTRAL COAST
MISSION (INCORPORATED)
SAN GABRIEL VALLEY
CHANNEL ISLANDS
NORTH BAY
SOLANO-NAPA
EAST BAY (INCORPORATED)
ORANGE COUNTY
SOUTH BAY
FAR NORTHERN CALIFORNIA
PALOMAR
Allen Farnum, EA
2153 Piccardo Circle
Stockton, CA 95207
Phone: (209) 957-3361
Fax: (209) 888-5175
al si l ve r sh ad o w @a tt.n et
Janice Arnold, EA, CFP
2350 W Shaw Ave #101
Fresno, CA 93711
Phone: (559) 221-1178
Fax: (559) 440-1060
[email protected]
Elizabeth (Lisa) Gonzalez, EA
4211 Broad Street, Ste C
San Luis Obispo, CA, 93401
Phone: (805) 544-2895
Fax: (805) 544-2804
lgon zo @ fix .n et
Duane A. Johnson, EA
2390 Las Posas Road C445
Camarillo, CA, 93010
Phone: (888) 609-3391
Fax: (818) 285-8196
d aja @d aj af m c. co m
Carolyn Krieg, EA
208 Alviso Ct
Danville, CA 94526
Phone: (925) 820-5934
Fax:
Ckr i eg 11 1 @ m sn . co m
Sharon Elgersma, EA
2551 S Euclid Ave
Ontario, CA, 91762-6620
Phone: (909) 467-5433
Fax: (909) 467-5426
sh a ron @d d k tax .c om
Manuel Y. Wong, EA
317 W Las Tunas Dr. Ste 201
San Gabriel, CA 91776-1250
Phone: (626) 281-9022
Fax: (626) 281-4968
man u e l w@ p acb e ll .n e t
Torie Charvez, EA
1475 S. Bascom Ave., Suite 201
Campbell, CA 95008
Phone: (408) 246-6136
Fax: (408) 521-0493
tc @ta x- god d e s s .co m
Cathryn M. Laumer, EA
384 Bel Marin Keys Blvd, Ste 201
Novato, CA 94949
Phone: (415) 884-2951
Fax: (415) 884-2948
cath y - ea @ son ic .n et
Need new info
Mary Ann Beguin, EA
3749 Churn Creek Road, Ste D
Redding, CA 96002
Phone: (530) 242-6278
Fax: (530) 242-6935
ma 4ta x @g ma il .co m
Nancy Dixon, EA
1621 Calle Dulce
Vista, CA 92084
Phone: (760) 726-8490
Fax: (760) 726-8490
Vi st ad i xon 4 @n e tz ero .co m
GOLDEN GATE (INCORPORATED)
SACRAMENTO VALLEY
Betsy Van Nuys, EA
64 Loyola Ave.
Menlo Park, CA, 94025
Phone: (650) 328-7916
Fax: (650) 328-7916
rv an n u y s @ao l. co m
Phillip Glenn, EA
3071 Ridgeline Dr
Rescue, CA 95672
Phone: (916) 217-7212
Fax: (866) 647-6075
p h il @ cy p a s. co m
Page 9 of 23
Jodie Herzig, EA
9748 Los Coches Rd #13
Lakeside, CA 92040
Phone: (619) 561-2681
Fax: (619) 561-4718
jod i e @la k es id et f s. co m
Larry L. Gurewitz, EA
10380 Ilona Ave
Los Angeles, CA 90064
Phone: (818) 884-4829
Fax: (818) 301-3233
larr y li f e @g m ai l.c o m
Jamie Gibson, EA
550 W. Cienega Ave., #C
San Dimas, CA, 91773
Phone: (909) 592-5326
Fax: (877) 713-5224
tax e s @jaa gta x. co m
Ellen E. Wulf, EA
3035 Solano Ave
Napa, CA 94558-4510
Phone: (707) 252-0442
Fax: (707) 252-7942
el l en w@ ata x.p r o
Noel Baca, EA
11101 Imperial Hwy, #34
Norwalk, CA 90650
Phone: (562) 405-4484
Fax: (714) 850-0674
n b aca @ ex ci te .c o m
Leslie Cain
(916) 366-6646 x15
[email protected]
3200 Ramos Circle
Sacramento CA 95827
REPORTING CALENDAR
Unincorporated Chapters
Report
Due Date / Timing
Monthly Chapter Financials
(balance sheet and income statement)
By the end of the next month
Report of independent contractor
payments
By the end of the next month, except at calendar
year-end. The final report for the calendar year is
due to CSEA by January 10 in order to allow time for
consolidation and generation of 1099 forms.
Quarterly sales/use tax report
October 15, January 15, April 20, July 15
Form 990 financial report and inclusion
letter
September 8, 2016
Reports can be emailed to [email protected] or faxed to (916) 366-6674
Incorporated Chapters
Send copies of the following forms to the CSEA Controller:
• Monthly financial reports
• Quarterly sales tax filings
• DE 542s
• Annual 1099 filing
• Annual tax returns
• Annual exam/audit report
Page 10 of 23
BOE-230 (7-02)
STATE OF CALIFORNIA
GENERAL RESALE CERTIFICATE
BOARD OF EQUALIZATION
California Resale Certificate
I HEREBY CERTIFY:
1. I hold valid seller’s permit number:
2. I am engaged in the business of selling the following type of tangible personal property:
3. This certificate is for the purchase from
listed in paragraph 5 below.
of the item(s) I have
[Vendor’s name]
4. I will resell the item(s) listed in paragraph 5, which I am purchasing under this resale certificate in the form of
tangible personal property in the regular course of my business operations, and I will do so prior to making any
use of the item(s) other than demonstration and display while holding the item(s) for sale in the regular course of
my business. I understand that if I use the item(s) purchased under this certificate in any manner other than as
just described, I will owe use tax based on each item’s purchase price or as otherwise provided by law.
5. Description of property to be purchased for resale:
6. I have read and understand the following:
For Your Information: A person may be guilty of a misdemeanor under Revenue and Taxation Code section
6094.5 if the purchaser knows at the time of purchase that he or she will not resell the purchased item prior to any
use (other than retention, demonstration, or display while holding it for resale) and he or she furnishes a resale
certificate to avoid payment to the seller of an amount as tax. Additionally, a person misusing a resale certificate
for personal gain or to evade the payment of tax is liable, for each purchase, for the tax that would have been
due, plus a penalty of 10 percent of the tax or $500, whichever is more.
NAME OF PURCHASER
SIGNATURE OF PURCHASER, PURCHASER’S EMPLOYEE OR AUTHORIZED REPRESENTATIVE
#
PRINTED NAME OF PERSON SIGNING
TITLE
ADDRESS OF PURCHASER
TELEPHONE NUMBER
(
DATE
)
Page 11 of 23
Sales Tax Scenarios
The simplest scenario:
You purchased tax books using your resale number and didn’t pay sales tax. You sell the books for $10 each and your countywide sales tax rate is 8%, so you collect $10.80 every time you sell a book. You sold 35 books during the quarter. You collected
$378 from sales, of which $28 was for sales tax.
You send the State office a check for $28 and report these amounts:
Total Sales Amount: $350.00
Total Tax Collected: $28.00
Complication #1: You paid sales tax when you purchased the items you’re selling, and there’s no mark-up.
You purchased tax books and paid sales tax when you bought them. You sell the books for the exact amount you paid for them:
$10.80, including sales tax. You sold 35 books during the quarter. You collected $378.00 from sales, of which $28.00 was for
sales tax.
You do NOT send the State office a check, but you do report these amounts:
Total Sales Amount: $350.00
Total Tax Collected: $28.00
Tax paid on purchase of items sold: $28.00
Complication #2: You paid sales tax when you purchased the items you’re selling, and there’s a mark-up.
You purchased tax books for $10 each and paid 8% sales tax when you bought them. You sell the books for $12 plus 8% tax
($12.96). You sold 35 books during the quarter. You collected $453.60 from sales, of which $33.60 was for sales tax.
You send the State office a check for $5.60, and you report these amounts:
Total Sales Amount: $420.00
Total Tax Collected: $33.60
Tax paid on purchase of items sold: $28.00
Complication #3: Selling for a flat amount that includes sales tax.
You purchased tax books for $10 each and sell the books for $13, including tax. You sold 35 books during the quarter. You
collected $455 from sales, but how do you split it between tax and sales? Here’s the formula for calculating the sales portion
using an 8% tax rate:
$13.00 ÷ 1.08 = $12.037. So the sales amount is $12.03 and tax is $0.97.
The formula is: total price ÷ (1 + the tax rate) = sales amount
You send the State office a check for $33.95, and you report these amounts:
Total Sales Amount: $421.05
Total Tax Collected: $33.95
If you also paid sales tax at time of purchase, deduct the sales tax paid from the amount of your check, and report as shown
above in Complication #2.
Counties with multiple tax rates:
Many localities are adding their own tax rates to the county-wide rate. For example, in Sacramento County, the base rate is 8%.
But if you sell in the cities of Sacramento or Galt, the tax rate will be higher. If you sell items at different locations with different
tax rates, this information needs to be communicated as part of your tax report.
There are lots of variations on the above scenarios. Please contact the CSEA Controller with any questions about how to apply
the sales tax rules.
Page 12 of 23
CALIFORNIA SOCIETY OF ENROLLED AGENTS
CHAPTER SALES TAX REPORT
QUARTER ENDING:
CHAPTER:
TREASURER:
DAYTIME PHONE #:
DO YOU HAVE QUARTERLY SALES TAX TO REPORT?
YES
NO
X
CHAPTER TREASURER'S SIGNATURE
SALES TAX REPORT (ITEMS A - D MUST BE COMPLETED !!!)
SELLING
IS SALES TAX
INCLUDED IN
PRICE
GROSS
ITEM DESCRIPTION
PER ITEM
SALES
GROSS SALES? **
A
1.)
NO
YES
2.)
NO
YES
3.)
NO
YES
4.)
NO
YES
AMOUNT OF
SALES TAX
COLLECTED
** IF NO, THEN COMPLETE THE COLUMN "AMOUNT OF SALES TAX COLLECTED".
IF YES, THEN PROCEED TO ITEM "B" ON THIS FORM.
B
SALES TAX RATE
NAME OF DISTRICT
C DID THE CHAPTER PAY SALES TAX ON ANY OF THE PRODUCTS WHEN PURCHASED
NO
D
YES (IF YES, ATTACH COPY OF MERCHANDISE INVOICE)
The above Chapter Sales Tax Report is, to the best of my knowledge and belief, true and complete as stated.
CHAPTER TREASURER'S SIGNATURE
DATE
PRINT NAME
E REPORT DUE:
RETURN TO: CSEA
3200 RAMOS CIRCLE
SACRAMENTO, CA 95827-2513
OR FAX TO: 916/366-6674
OR EMAIL TO: [email protected]
THANK YOU!! IF YOU HAVE ANY QUESTIONS, PLEASE CALL 800/777-2732.
Page 13 of 23
Independent Contractor Payments
There are two central points in determining if you have to report payments:
• Is the payment for a service, rent, royalty or interest?
• Is the payee a sole proprietor?
If the answer to both questions is yes, then the payment must be reported.
What payments are reportable?
Services, royalties, rents, and interest payments are all reportable. Do not report purchases of goods,
or reimbursement of expenses (i.e., speaker travel).
How to determine if the payee is reportable:
The only way to know for sure is to obtain a W9 from the payee. If the box for “Individual/sole
proprietor” is checked, then you are required to report payments.
Special rule for out of state contractors:
California requires a 7% withholding on earnings in excess of $1500 during a calendar year for out of
state independent contractors. The CSEA State office will notify the chapters if we encounter this
situation with any contractors.
Reporting payments to the CSEA State office:
Please use the Excel form provided, and submit a report by the end of the following month.
Page 14 of 23
92780-3160
99-9999999
Tax ID
CA
Tustin
17632 Irvine Blvd. #130
American Financial and Tax
Vicki Mulak
Zip
State
City
Street Address
Vendor Name
1099 Name (if different)
Royalties
Rents
Interest
Speaker Fees
Payment Type
January
February
March
April
INSTRUCTIONS AND NOTES
May
June
What About Travel or Expense Reimbursments?
Do not report them.
Payment Type:
If you pay for services such as web or graphic design, please report it in the open lines.
Vendor Name versus 1099 Name
Your vendor may use a different business name on their Schedule C, and the 1099 should match the Schedule C name. Please provide both when applicable.
Page 15 of 23
July
August
September
October
November December
0.00
0.00
0.00
0.00
0.00
0.00
Total
February
March
March
April
April
May
May
June
June
July
July
August
August
September
September
October
October
November December
November December
0.00
0.00
0.00
0.00
Total
January
February
March
April
May
June
July
August
September
October
November December
January
February
March
April
May
June
July
August
September
October
November December
Speaker Fees
Payment Type
January
February
March
April
May
June
July
August
September
October
November December
0.00
Total
0.00
Vendor Name
1099 Name (if different)
0.00
0.00
0.00
0.00
0.00
Tax ID
Royalties
Rents
Interest
Total
Zip
State
City
Street Address
Speaker Fees
Payment Type
0.00
Vendor Name
1099 Name (if different)
0.00
0.00
0.00
0.00
0.00
Tax ID
Royalties
Rents
Interest
Total
Zip
State
City
Street Address
Speaker Fees
Payment Type
0.00
Vendor Name
1099 Name (if different)
0.00
0.00
0.00
0.00
0.00
Total
Tax ID
Royalties
Rents
Interest
Speaker Fees
Zip
State
City
Street Address
Vendor Name
1099 Name (if different)
0.00
January
February
0.00
Payment Type
January
Email address and daytime phone
Tax ID
Royalties
Rents
Interest
Speaker Fees
Payment Type
Submitted By
Zip
State
City
Street Address
Vendor Name
1099 Name (if different)
Chapter Name
Page 16 of 23
January
February
March
April
May
June
July
August
September
October
November December
0.00
0.00
0.00
0.00
0.00
0.00
Total
Tax ID
Royalties
Rents
Interest
Speaker Fees
Zip
State
City
Street Address
Vendor Name
1099 Name (if different)
0.00
0.00
0.00
0.00
0.00
Payment Type
Email address and daytime phone
Tax ID
Royalties
Rents
Interest
Submitted By
Zip
State
City
Street Address
Chapter Name
Page 17 of 23
W-9
Form
(Rev. August 2013)
Department of the Treasury
Internal Revenue Service
Give Form to the
requester. Do not
send to the IRS.
Request for Taxpayer
Identification Number and Certification
Print or type
See Specific Instructions on page 2.
Name (as shown on your income tax return)
Business name/disregarded entity name, if different from above
Exemptions (see instructions):
Check appropriate box for federal tax classification:
Individual/sole proprietor
C Corporation
S Corporation
Partnership
Trust/estate
Exempt payee code (if any)
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) a
Other (see instructions) a
Address (number, street, and apt. or suite no.)
Exemption from FATCA reporting
code (if any)
Requester’s name and address (optional)
California Society of Enrolled Agents
3200 Ramos Circle
Sacramento CA 95827-2513
City, state, and ZIP code
List account number(s) here (optional)
Part I
Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on the “Name” line
to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN on page 3.
Social security number
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose
number to enter.
Employer identification number
–
–
–
Part II
Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding, and
3. I am a U.S. citizen or other U.S. person (defined below), and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage
interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and
generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the
instructions on page 3.
Sign
Here
Signature of
U.S. person a
Date a
General Instructions
withholding tax on foreign partners’ share of effectively connected income, and
Section references are to the Internal Revenue Code unless otherwise noted.
4. Certify that FATCA code(s) entered on this form (if any) indicating that you are
exempt from the FATCA reporting, is correct.
Future developments. The IRS has created a page on IRS.gov for information
about Form W-9, at www.irs.gov/w9. Information about any future developments
affecting Form W-9 (such as legislation enacted after we release it) will be posted
on that page.
Note. If you are a U.S. person and a requester gives you a form other than Form
W-9 to request your TIN, you must use the requester’s form if it is substantially
similar to this Form W-9.
Purpose of Form
A person who is required to file an information return with the IRS must obtain your
correct taxpayer identification number (TIN) to report, for example, income paid to
you, payments made to you in settlement of payment card and third party network
transactions, real estate transactions, mortgage interest you paid, acquisition or
abandonment of secured property, cancellation of debt, or contributions you made
to an IRA.
Use Form W-9 only if you are a U.S. person (including a resident alien), to
provide your correct TIN to the person requesting it (the requester) and, when
applicable, to:
1. Certify that the TIN you are giving is correct (or you are waiting for a number
to be issued),
2. Certify that you are not subject to backup withholding, or
3. Claim exemption from backup withholding if you are a U.S. exempt payee. If
applicable, you are also certifying that as a U.S. person, your allocable share of
any partnership income from a U.S. trade or business is not subject to the
Definition of a U.S. person. For federal tax purposes, you are considered a U.S.
person if you are:
• An individual who is a U.S. citizen or U.S. resident alien,
• A partnership, corporation, company, or association created or organized in the
United States or under the laws of the United States,
• An estate (other than a foreign estate), or
• A domestic trust (as defined in Regulations section 301.7701-7).
Special rules for partnerships. Partnerships that conduct a trade or business in
the United States are generally required to pay a withholding tax under section
1446 on any foreign partners’ share of effectively connected taxable income from
such business. Further, in certain cases where a Form W-9 has not been received,
the rules under section 1446 require a partnership to presume that a partner is a
foreign person, and pay the section 1446 withholding tax. Therefore, if you are a
U.S. person that is a partner in a partnership conducting a trade or business in the
United States, provide Form W-9 to the partnership to establish your U.S. status
and avoid section 1446 withholding on your share of partnership income.
Page
1810231X
of 23
Cat.
No.
Form W-9 (Rev. 8-2013)
Year-End Financial Report
Financials must be reported using the accrual method. If your Chapter keeps the books on a cash
basis, you will need to make adjustments to recognize transactions in accounts receivable, accounts
payable, prepaid expenses, unearned revenue, and other balance sheet accounts. Please contact the
CSEA Controller for guidance as needed.
Notes:
• The CSEA office must receive your Financial Inclusion letter as part of the reporting
requirement.
•
If your Chapter has depreciable assets, please provide a complete schedule.
•
Revenue is arranged in the following broad categories:
o Membership Dues
o Meetings and Education Revenue
o Advertising Revenue
o Sales
o Other Revenue
Each broad category above has several sub-categories of revenue.
•
Expenses are arranged in the following broad categories:
o Member Services and Education Expense
o Chapter Expense
o Other Expenses
Each category has sub-categories of expense.
•
If your Chapter produces a newsletter (even if it’s an electronic newsletter), please include a
printed sample as part of the year-end report package.
Please follow the format provided for year-end reporting. It is designed to flow into the 990 format,
and only works effectively if everyone uses it.
Page 19 of 23
California Society of Enrolled Agents
3200 Ramos Circle
Sacramento, CA 95827-2513
Financial Inclusion Letter
By submitting the 2015-2016 fiscal year-end financial report to the California
Society of Enrolled Agents’ office,
(Chapter Name)
agrees to be included in the Society’s consolidated Local Chapters 990 return. I
declare, under penalty of perjury, the information submitted to be included in the
group return is true and complete.
I understand that by not signing and returning this letter, our Chapter will not be
included in the consolidated Local Chapters 990 return, and we will be required
to file our own 990 return.
Signature (Chapter President or Treasurer)
Print Name
Date
Page 20 of 23
CHAPTER FINANCIALS YEAR-END REPORTING FORM
FISCAL YEAR ENDING JUNE 30, 2016
CHAPTER NAME
BALANCE SHEET
ASSETS
CHECKING
SAVINGS, MONEY MARKET ACCTS, ETC.
PETTY CASH ON HAND
ACCOUNTS RECEIVABLE
PREPAID EXPENSES
INVENTORIES
DEPOSITS OR RESERVES
UNDEPOSITED FUNDS
TOTAL CURRENT ASSETS
-
NET DEPRECIABLE ASSETS
-
DEPRECIABLE ASSETS
*OFFICE EQUIPMENT
*COMPUTER EQUIPMENT
LESS ACCUMULATED DEPRECIATION
(* PROVIDE SCHEDULE)
TOTAL ASSETS
-
LIABILITIES & FUND BALANCES
ACCOUNTS PAYABLE
DEFERRED REVENUE (includes prepaid meeting/seminar reg)
OTHER CURRENT LIABILITIES
TOTAL CURRENT LIABILITIES
-
FUND BALANCES
RESTRICTED FUND BALANCES
ACCUMULATED FUND BALANCE
CURRENT FUND BALANCE (NET REVENUE line below )
TOTAL FUND BALANCES
-
TOTAL LIABILITIES & FUND BALANCES
-
Page 21 of 23
CHAPTER NAME
INCOME STATEMENT
REVENUE
MEMBERSHIP DUES
MEETINGS AND EDUCATION REVENUE
MONTHLY MEETINGS
EA EXAM COURSE
OTHER EDUCATION SEMINARS
TOTAL MEETINGS & EDUCATION REVENUE
-
ADVERTISING REVENUE
NEWSLETTER ADVERTISING
OTHER ADVERTISING
EXHIBITORS/SPONSORS
TOTAL ADVERTISING REVENUE
-
SALES REVENUE
QUICKFINDER SALES
TAXBOOK SALES
OTHER SALES
Subtotal: Sales revenue
-
Less: Cost of items sold
TOTAL NET SALES
-
TOTAL OTHER REVENUE
-
OTHER REVENUE
INTEREST
REBATES AND ROYALTIES
CSEA PIA MATCHING FUNDS
CONTRIBUTIONS
TOTAL REVENUE
Page 22 of 23
-
CHAPTER NAME
EXPENSE
MEMBER SERVICES AND EDUCATION EXPENSE
MONTHLY MEETINGS EXPENSE
WEBSITE
NEWSLETTER (including printing & postage)
EA EXAM COURSE EXPENSE
SEMINARS EXPENSE
PUBLIC INFORMATION EXPENSE
DRAWINGS
MEMBER / MEMBERSHIP SUPPLIES
TOTAL MEMBER SVCS & EDUCATION EXPENSE
-
CHAPTER EXPENSE
BOARD MEETINGS
COMMITTEE EXPENSES
TRAVEL
CHAPTER OFFICE EXPENSE (supplies, rent, utilities)
BANK AND CREDIT CARD FEES
POSTAGE & SHIPPING
MISC PRINTING (not newsletter or seminar printing)
TOTAL CHAPTER EXPENSE
-
OTHER EXPENSE
CONTRIBUTIONS TO CSEA DESIGNATED FUNDS
TOTAL OTHER EXPENSE
DUE DATE: SEPTEMBER 8, 2016
Send completed form to Leslie Cain:
- [email protected]
- FAX: 916-366-6674
- 3200 Ramos Circle, Sacramento CA 95827
Page 23 of 23
-
TOTAL EXPENSE
-
NET REVENUE
-