TREASURER’S GUIDE

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NCRSP

Treasurer'S Guide

Gretchen Lampe

NCRSP Treasurer

2024-2026

Cell:1- 317-457-6253

Email:glampe225@gmail.com

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Guide to doing your best!

NCRSP Treasurer Training 2026-2027

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Welcome

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• Introduce Yourself
• Why are you here?
• What is the most important thing you want to learn?

The Role of Treasurer

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• Every local and regional treasurer has a fiduciary responsibility to ensure that membership dues are spent to fulfill the Mission of the NCRSP. (NCRSP - Governing Documents)

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• Every local and regional treasurer has a fiduciary responsibility to ensure that membership dues are properly deposited in checking and savings institutions in which they are insured.

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• Every local and regional treasurer shall work with a budget committee to prepare an annual budget that is shared and approved by the local or region organization. The budget is then to be sent to the NCRSP Office no later than October 15th.

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• Every local or region treasurer shall submit regularly a Financial Report at scheduled local and regional meetings. These reports do not require a vote, but the director or president is to order the reports to be duly filed with the meeting’s minutes and reports after any questions are answered.

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• Every local or regional treasurer shall work with an appointed audit committee to audit the books of the local or regional organization. No person whose is authorized to sign checks may serve on the audit committee.

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Budget

Exemplar LINK

Copiable, editable LINK for each local and region.

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The Role of Treasurer

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Dues: Receiving, Transmittal and Quarterly Payments  

2026 -2027 General Information on NCRSP Membership & Dues

• All local treasurers will receive members’ cash pay forms to distribute in August.
• All cash pay member dues are to be paid by December 15th.
• You may send as many transmittals (when sending at least 5 or more checks) as you have dues ready. It is to your disadvantage to hold dues.
• All checks are to be made payable to NCAE.
• Dues will be distributed to region treasurers on a monthly basis and they will distribute dues to the locals quarterly.
• Members can pay by payroll deduction, credit card, or eft (electronic fund transfer).
• All officers receive monthly membership reports by email from NEAReporting.

CASH PAYER FORM, TRANSMITTAL, LETTER

TREASURER’S TRAINING SESSION NOTES

The Role of Treasurer

• Bank Account (TREASURER & PRESIDENT OR OTHER OFFICER) must receive copies of monthly bank statements.  
• Collect Membership Dues for Cash Payers and transmit the dues to the state.
• Disperse checks (Payments) with approval following the budget and Local’s and Region’s, and State’s Policies. 
• Manage the local’s and regional financial matters. (Ex. Fundraisers and Donations)  
• Non-Profit organizations should spend at least 50% - 85% of income on members. (MEMBER DUES)  
• The Treasurer does not make personal decisions regarding the Locals’s or Region’s

Money! 

• The NCRSP STATE MILEAGE RATE is 50 CENTS PER MILE (LOCALS and REGIONS CAN SET OWN AMOUNT) 
• LOCAL MEMBERSHIP CHAIRPERSONS DO NOT COLLECT ANY DUES MONEY. Locals are HELD ACCOUNTABLE FOR ALL MONIES AND INFORMATION ON MEMBERSHIP FORMS) 

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Source for NCRSP Policy LINK

Next Steps

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■ Your budget that furthers the MISSION

■ Report submissions, e.g., Budget, Audit, etc.

■ Your Strategic Plan

■ Compliance with NCRSP Policy

■ Tax Law Compliance

■ More. . .

TREASURER’S TAX Information

TREASURER Have you done?

• Obtained a copy of you Local Constitution
• Reviewed Previous year’s financial and membership records from outgoing officer(s)
• Reviewed last year revenue & expense to this year’s
• Obtained Bank Accounts and have correct signatures
• Obtained your EIN number
• Obtained non-profit status (IRS)
• Filed Form 990/990 EZ or 990-N A copy of your Local’s EIN or if you need to re-apply, then contact www.irs.gov or call 1-877-829-5500

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INTERNAL REVENUE CODE 501 (C) (6)

• Must be an association of persons having some common business interest
• Primary purpose must be to promote this common business interest
• Must be a membership organization and have meaningful membership support
• Must not be organized for profit

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TAX EXEMPT STATUS

NCRSP is a corporation exempt from federal taxes under Internal Revenue Code 501(c) (6).

• NCRSP will work with a CPA to obtain tax exempt status for each region. We need the region treasurers to email the EIN

(Employer Identification Number) to Gretchne Lampe

• should obtain their own tax exempt status under IRC 501(c) (6) by submitting Form 1024.
• NCRSP’s non-profit status does not automatically make the local association exempt from federal taxes.

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BANKING

• All bank accounts should be established with an IRS-assigned Employer Identification Number (EIN).
• Your bank must have your 9-digit EIN number on file.
• Locals that do not have an EIN, one must be requested by completing and submitting a SS-4A
• Local’s EIN is required for every NCRSP local.
• Locals should verify the bank account was established using the correct EIN and NOT a member’s social security number.
• The Bank account must be reconciled Monthly!

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TAX RETURN OF EXEMPT ORGANIZATION

• Gross receipts < $50,000
• File Form 990-N (e-Postcard)
• See sample 990-N (e-Postcard) on next page.

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• Gross receipts >$50,000 and <$200,000 and Total Assets < $500,000
• File 990 or 990-EZ

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• Gross receipts > $200,000 or Total Assets > $500,000
• File Form 990

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REVOCATION OF TAX EXEMPT STATUS

• IRS will automatically revoke the exempt status of an organization that fails to file the required annual tax return for three (3) consecutive years.
• After revocation, the local needs to file a Form 1024 to have tax exempt status reinstated.

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SAMPLE 990-N (e-Postcard)

• Gross receipts < $50,000
• Form 990-N, Electronic Notice (e-Postcard) for tax-exempt organizations not required to file Form 990 or Form 990EZ, is used by small, is used by small tax exempt organizations for annual reporting and can only be submitted electronically.
• Information needed to complete the e-Postcard:
• Employer identification number (EIN), also known as a Taxpayer Identification Number (TIN).
• Tax year
• Legal name and mailing address
• Any other names the organization uses
• Name and address of a principal officer
• Web site address if the organization has one
• Confirmation that the organization’s annual gross receipts are $50,000 or less
• If applicable, a statement that the organization has terminated or is terminating (going out of business)

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OK - what to do now!

• Tax exempt status look up
• https://apps.irs.gov/app/eos/

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• Help filing 990 or 990 N post card
• List of companies that can help
• https://www.irs.gov/e-file-providers/tax-year-2024-exempt-organizations-modernized-e-file-mef-providers-form-990-n
• Company with look up
• https://simple990.com

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• Reinstatement
• https://www.irs.gov/charities-non-profits/charitable-organizations/automatic-revocation-how-to-have-your-tax-exempt-status-reinstated

INSURANCE

• Fidelity bond insurance protects against embezzlement, fraud, or other misuse of local funds.
• Liability insurance protects against claims resulting from injuries and damage to people and/or property.
• Local affiliates are not generally covered under NCAE’s liability insurance policy.

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Note: An exception to this is when a local hosts an event that is attended by an NCAE employee. In this scenario, NCAE can obtain a Certificate of Insurance (COI). The COI is typically requested by the venue owner.

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LOCAL BUDGETS

• Should be completed by June 1, 2025 for the 25/26 school year
• Goals for the Local – Activities that Correspond with Our Strategic Plan
• Grow Our Union
• New Teachers Orientation
• Back to School membership drive
• Meet future Members where the are
• Bus garage, Maintenance Shop, Teacher Lounge Ect.
• Membership Growth = Budget Impact

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LOCAL BUDGETS

• Lead Our Profession
• Budget
• For members to attend upcoming WELL center events
• Attendance at the NCAE RA, Summer and Winter Leaders and possible the NEA RA
• Retore the Promise
• Budget for Events to support Local and State Legislative race

Including increase PAC dollars to support candidates

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What does Sample budget looked like

Google Template

https://docs.google.com/spreadsheets/d/1R2VU4xkyTXjY1cWCVU14esBJUaerKtsgIYPZH9-zWCo/edit?gid=0#gid=0

https://docs.google.com/spreadsheets/d/1ivNAC41tKYv25vFovt0ba9Wc7JwwhGe509OBFnt2pRI/edit?gid=1695479590#gid=1695479590

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Standard For NCAE Locals

https://docs.google.com/spreadsheets/d/1eeNTdiLJV1EsKOpBP_tXRgv_2t4fFxiMyMlNyxrhavw/edit?gid=2060748690#gid=2060748690

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End of Day 1

• Questions Concerns Stories

MEMBERSHIP DUES AND MONTHLY LOCAL DUES CHECKS

• Local dues checks are mailed out 25^th of each month
• Membership numbers impact check amount
• Business Office needs current contact information

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CASH RECEIPTS

• Incoming checks should be received by someone other than the person making the deposit.
• All incoming checks should be listed in a log.
• All incoming checks should be stamped “For Deposit Only” and deposited immediately.
• Checks and cash should be deposited daily.
• Cash should never be withdrawn when making a deposit.

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CASH DISBURSEMENTS

• All disbursements should be made by check and supporting documentation maintained.
• Checks should always be payable to a specific person/company. Never make checks payable to “Cash”.
• Two signatures reduce the possibility of unauthorized disbursements.
• Checks and cash should be deposited daily.
• Cash should never be withdrawn when making a deposit.

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TOP 10�TREASUER’S RESPONSIBILITIES

1. Maintain complete, accurate, and current local records
2. Comply with IRS guidelines (EIN, 990/990EZ, or 990-N (ecard)
3. Attend all Local meetings and distribute financial reports (i.e., budget vs. actual, bank statement reconciliation, etc.)
4. Assist the executive committee with developing budget that represents your Local’s priorities
5. Ensure that checking accounts requires 2 signatures on checks
6. Ensure signature cards are up to date at bank with at least 3 signatures
7. Include supporting documentation for all checks written.
8. Do not sign a blank check or make check payable to “Cash”
9. Ensure that all PAC contributions are mailed directly to NCAE Membership Dept.
10. Coordinate and assist with annual financial review/audit of local’s financial records.

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INTERNAL CONTROLS

• A system of checks and balances
• Minimizes errors
• Discloses misappropriation of funds
• Provides a separation of duties (checks and balances)

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INTERNAL CONTROLS – DO’S

• Make sure that the assets of the association are safeguarded and used solely for the benefit of members
• Adopt a budget prior to the start of the fiscal year.
• Prepare and present complete and accurate monthly financial statements to the Board
• Make deposits timely, and keep detailed records of all deposit transactions
• Remit the NEA/State membership dues timely.
• Provide written supporting documentation for every check written. (invoices, receipts, etc.)
• Make sure every disbursement is authorized.

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INTERNAL CONTROLS – DO’S (CONT.)

• Require two (2) signatures for every check written.
• Reconcile the bank statements monthly
• Have an annual audit or review by an independent CPA.
• Comply with federal and state laws and regulations with respect to tax-exempt status.
• File all federal and state reports on time.
• Adopt formal 1) conflict of interest, 2) code of ethics, 3) document retention, 4) travel reimbursement, 5) check signing authority, 6) financial and operating standards, and 6) whistle blower policy.

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INTERNAL CONTROLS – DON’TS

• Don’t give out members’ personal information; keep members data secure.
• Don’t spend more than you make. Do not operate “in the red.”
• Don’t spend NEA/State membership dues for local’s activities. The local is a trustee of these funds and is not entitled to use these funds.
• Don’t deposit association funds into personal bank accounts.
• Don’t conduct transactions for private benefit.
• Don’t accept post-dated checks.
• Don’t spend funds for activities not approved by the membership.

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INTERNAL CONTROLS – DON’TS

• Don’t write checks for “Cash."
• Don’t sign blank checks.
• Don’t withdraw cash from the association’s bank accounts.
• Don’t use an ATM/Debit card on the association bank account.
• Don’t pay bills from statements. Require vendors to provide original invoice.
• Don’t “co-mingle” PAC funds with the association’s general funds.
• Don’t destroy association records until after retention timeline has passed.

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RECORDS RETENTION -PERMANENT

• Articles of incorporation/formation
• Bylaws and Constitution
• Audited financial statements, Year-end balance sheets
• Deeds
• Executive correspondence, meeting minutes, PAC deduction forms
• IRS notice of tax exemption
• Any IRS correspondence
• Note: Membership forms are kept permanently in the Membership Dept.

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RECORDS RETENTION - OTHER

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• Wage/Independent Contractor Records 15 years
• Cancelled checks, check registers, receipts 7 years
• Expense vouchers 7 years
• Journal entries 7 years
• Bank statements 7 years
• Payroll registers, Payroll tax & withholding 7 years
• Terminated leases 6 years
• Financial statements/monthly detail 5 years
• General correspondence/newsletters, etc. 3 years

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POLITICAL ACTION CONTRIBUTIONS

• No local, state, or national PAC contributions can be deposited in a local’s bank account.
• New members must write a check payable to NCAE PAC and mail directly to NCAE Headquarters, along with their enrollment form.
• All PAC monies are deposited by the NCAE Business Office. NCAE is responsible for filing all Election Reports.
• PAC monies can only be used for NCAE-endorsed candidates.
• A local’s involvement in any election should be carefully monitored by the local treasurer in conjunction with your UniServ office and the NCAE Government Relations Department.

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TO SUM IT UP:

• Grow your local’s membership!
• Build your budget based on your membership numbers
• Consider a target increase or
• Consider no membership loss in 2019-2020
• Develop goals for 2019-2020 that will make you a strong local
• Membership Budget Monthly Local Dues
• Build your budget from the activities your local has identified
• Internal Controls – safeguard your data
• Comply with IRS guidelines

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NCAE CONTACTS: 1-800-662-7924

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Contact Matt Howard, NCAE Business Manager, Ext. 223 if you have any questions.

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• MEMBERSHIP:
• Rose Deleon Ext. 233
• Janice Wedel Ext. 235

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• BUSINESS OFFICE:
• Maria Hampton Ext. 224

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