Resources for STC Chapter and SIG Finances The Leadership Resources page on stc.org has several documents available to help treasurers and others who are responsible for the community's finances. The current budget form and financial report form are always stored on this page: http://www.stc.org/mystc/resources/leadership-resources

• Treasurer's Handbook: http://www.stc.org/images/stories/pdf/CommunityFinances/treasurers%20manual%20march%202011.pdf Volunteers are needed to help update and streamline the Treasurer's Handbook this year. Talk to Jane Wilson if you are interested!

• Budgeting Webinar Recording: http://stc.adobeconnect.com/p35h353dm2o/ Handout PDF: http://www.stc.org/images/stories/pdf/leader_resources/2013-budgeting-webinar-sample.pdf Slides PDF: http://www.stc.org/images/stories/pdf/leader_resources/membership-matters-slides.pdf

Three Key To-Dos

• Chapters only: Submit the annual financial report to STC. This report is due May 15 each year.

• US chapters only: File 990 with the IRS (usually the 990-N e-postcard). It is due May 15 each year.

• All chapters and SIGs: Submit your budget for the next calendar year to STC. (For example, the 2016 budget will be due in October 2015.) The budget is due in late October. The exact date will be communicated when the budget form is sent out.

Note on Funding

To be eligible for STC funding, a community must submit a budget and must have submitted the 990 and STC financial report (if applicable) for the previous year. Note on Fiscal Responsibility

Chapters should aim for reserves equaling 1-2 years of their annual total expenses. If you have more than two years' worth of expenses in reserve, you should be using the money to provide member value. Ideas for spending reserves include holding events (workshops, conferences, etc.), bringing in speakers, and holding a mentoring event or job fair. Notes on Taxes

• If your community has less than $50,000 in receipts and less than $1,000 UBIT (Unrelated Business Income Tax) for the year, you will complete the IRS 990-N e-postcard. o It is very rare to file anything other than the e-postcard. o You can submit the form online and you will receive a confirmation message. Forward that

message to the STC office to verify that you submitted your taxes.

• If your community has $50,000 or more in receipts and/or more than $1,000 in UBIT, you must send the IRS 990-EZ and 999-T (if required) to the STC office. o UBIT can include income from businesses advertising with your community on your website

rather than donating directly to you or sponsoring a meeting.

• You must send 1099-MISC IRS tax forms to vendors (such as an attorney) with whom you spend $600 or more in the year. This does not apply to workshop speakers, meeting venues, etc. If you are sending 1099s, you must prepare a 1096 tax form summarizing the 1099s and submit with copies of the 1099s to the IRS. This page summarizes the types of vendors who must receive 1099s: http://www.irs.gov/uac/Form-1099-MISC,-Miscellaneous-Income-

• If you think you might have to send 1099s or file a tax form other than the 990-N e-postcard, please do not hesitate to contact the STC office. The STC treasurer and the other staff members can help with your questions.

** SAMPLE** Annual Plan for STC Chapter (175 members)

DESCRIPTION INCOME EXPENSE Monthly meetings Dinner meetings held nine times per year

(January-May and September-December) 20 members @ $25 5 non-members @ $30 10 telecon @ $5 Sponsorship: $200 Space: donated Total income: $900/meeting Total income: $8,100/year

Dinner: 25 @ $20 Telecon: 10 @ $2.50 Total expense: $525/meeting Total expense: $4,725/year

Annual awards banquet

Annual recognition event held in June. Chapter subsidizes 50% of the dinner cost for volunteers, other members and the scholarship winner. Coffee, tea and soft drinks are included in dinner price; attendees pay for their own beer, wine and mixed drinks at the cash bar.

25 members @ $15 5 non-members @ $40 Sponsorship: $200 Total income: $775

Dinner: 30 @ $30/person Room/bartender: $150 Gifts: $200 Total expense: $1,250

Annual workshop Special educational event held as a revenue-generator every fall. Guest speaker for October/November presents an 8-hour workshop during the day, and a 90-minute presentation at the dinner meeting that same evening. Chapter pays speaker a stipend to offset travel/lodging expense. Chapter also pays for speaker’s lunch and dinner.

6 members @ $150 4 non-members @ $225 Sponsorship: $250 Total income: $2,050

Lunch/snacks: 11 @ $35 Dinner: 1 @ $20 Speaker: $750 stipend Space: donated Total expense: $1,155

Website Annual hosting fee due in December Advertisers pay $300/year to have their logo + web link posted on the home page for 12 months. Over the past four years, 2-3 companies per year have bought ads.

Ads: 2 @ $300 Total income: $600

Annual hosting: $100 Total expense: $100

Competitions Annual local competitions held in October-November. Chapter exchanges entries for judging with another chapter in the region. Judging is done in-person on a Saturday at a local university, which charges a small public-use fee. Chapter provides breakfast and lunch for judges and volunteers. Chapter submits Best of Show winner to international Summit Awards in January.

20 member entries @ $50 20 non-members @ $100 Total income: $3,000

Postage: $200 Space: $150 Food/beverage: 12 @ $30 Summit Awards fee: $125 Total expense: $835

DESCRIPTION INCOME EXPENSE

TechComm Summit Chapter reimburses incoming President for full Summit registration, Leadership Day ticket, Awards Banquet ticket, travel and other expenses up to a $1,200 limit

Summit stipend: $1,200 Total expense: $1,200

Grants/donations Retired member has made a year-end donation of $500-1,000 for the past seven years Council member has pledged $100 donation plus company-match of $100

Donations/pledges Total income: $200-1,200

Scholarship Scholarship program is open to full-time students enrolled in the Tech Comm degree programs at two local institutions. Committee selects winner in May and awards $250. Winner is invited to attend the awards banquet in June at the member price. Annual scholarship drive at December monthly meeting has yielded $75-$500 in donations each of the last five years.

Scholarship fund drive Total income: $0-500

Annual award: $250 Total expense: $250