Annual Financial Report

• Individual sessions with Units and Compliance are available July through January to discuss the following:
  • This time is designated for Units that are pending payment or attended an Office Hours in the last 30 days who's AFR was in Additional Information AND you have provided via email all explanations, documentation and have submitted the AFR in accordance with the notes provided in Office Hours. Did you receive notification requesting that you schedule an appointment with us? If so, please schedule this meeting with the Specialist that reached out to you. It will prevent modifications to this appointment.
  • Book this appointment if your Unit needs to obtain the Unit Employer Identification Number (EIN) or sign up for a time to obtain an EIN if the Unit does not have one. An EIN is required for a Unit to be included on the IRS Group Form 990. For College/University Units, if the unit finances are managed by the College/University, an EIN is not needed. Did you receive a request asking to schedule time to receive an EIN? If so, please schedule time with the Specialist who invited in to obtain an EIN.
  • The purpose of this appointment is to discuss the existing Unit Employer Identification Number (EIN). An EIN is required for a Unit to be included on the IRS Form 990. For College/University Units, if the unit finances are managed by the College/University, an EIN is not needed.
• Beginning February units may request additional assistance with the AFR through AFR Office Hours. Units may sign up using the link on the AFR portal.

How do I make the assessment fee payment?

The option to pay the assessment will become available once the Units and Compliance team has reviewed and accepted the submitted financial documents and confirmed their accuracy. Once you receive a confirmation email indicating that you may resume processing the AFR, you will be able to proceed with payment of the assessment fee.

You will receive confirmation via email when the AFR is accepted. The next step is to make the AFR Assessment fee payment through the AFR portal. DO NOT MAKE AFR PAYMENTS THROUGH THE MEMBERSHIP PORTAL.

The Annual Financial Report includes a calculation of the assessment amount due. To achieve full financial compliance and be included in IRS Group 990 for that year, this amount must be paid in full. Partial payments will not be accepted. College chapters that require an invoice because the College or University is making the assessment payment; there will be an option to request an invoice.

I owe monies towards the prior years AFR; how do I make the assessment fee payment?*

For Units that have a prior year's AFR financial commitment due to the National Office, the amount due will be calculated into this year's total amount due and both years assessments must be paid to register for convention and to be financially compliant. Branches that did not submit a prior year AFR but should have done so must select the appropriate year AFR submission when completing the form prior to completing the current year's AFR.

Are we able to pay for other units on the same form?

Each unit or state conference has its own Annual Financial Report. The form doesn't allow a unit or state conference to make multiple payments. You are only able to pay your unit's Annual Financial Report fee. If you are paying for another unit, you will have to make the payment on their Annual Financial Report Form.

Should grants and restricted income be in my AFR?

Yes, all income received by the unit should be included on the AFR.

What is our definition of a grant and restricted income?

A grant offers an opportunity for the units to advance the mission and strategic goals of the National Office with an investment from local, corporate, community, or state, entities. A grant can be restricted by the grantor for a specific purpose or an unrestricted grant to be used by the unit as needed to carry out the unit initiatives. For AFR purposes, grants that are restricted must be donor restricted and supported with a grant agreement signed by the donor detailing how the funds are to be utilized by the unit. If a grant was awarded for general operations, it is unrestricted and should be treated as unrestricted contributions and donations under Fundraising Income.

Do we need to list all the donors?

Yes.

I have multiple donations from a single donor; do they have to be listed individually? 

You may combine all donations from a single donor into one entry.

Do remittances to the national office include all membership payments, including batches?

Yes, there is a specific section that Membership remittances to the national office will be recorded.

The membership revenue deposited according to the unit bank should match the membership revenue recorded on the AFR.

If a funder wants to give us a donation and they need a donation receipt, how do we do this?

Email tidesfund@naacpnet.org and provide your contact information and the Unit's name and number. The instructions and the link will be sent to place the funding request into the process.

The minimum donation accepted for a donation receipt is $2500. The funder will receive a 501c3 benefit - tax deduction.

I don't have all the required information the form is asking for my Donations, what do I do?

Restricted:

If the donation was restricted, you will NEED to complete all items marked as a required field (a red * identifies the fields that are required).  Please review the check, MOU or the Award letter for that information.  If the information still isn't available, please make sure you've completed as much as possible in that section and for the address please enter, I don't know or "IDK".

Unrestricted Contributions and Cash Donations:

If the donation was unrestricted/cash contribution to the Unit and you don't have the information from the contributor, please enter as much as possible.  If you have cash donations that you want to list, please list the total amount as "Monthly Cash" donations in the name section of the form.  All other forms of payment should include all requested information. 
 

I don't have a bank account, what do I do?

All adult units are required to have a bank account in the unit's name. The unit needs to get in touch with ufi@naacpnet.org. If it needs to confirm or does not have an EIN.

Our Unit was dormant and has decided to be reinstated. We are unsure of the EIN, but we must file our annual financial report. What should we do?

If the Unit is being reinstated, the national office must research to determine if an EIN was previously available. Please get in touch with ufi@naacpnet.org to determine if there is an established EIN or if the Unit needs a new EIN to file the annual financial report.

Why are we using the online Annual Financial Report (AFR) forms?

This eliminates the need to consolidate unit information manually to file the Group-990. The form connects to the membership portal, allowing units and the national office to input and review financial information quickly and efficiently.

What should we do if our Unit has no financial transactions but wants to be AFR-compliant?

The Unit should file an all-zero annual financial report. The annual financial report is filled out with "0" on each required field if a number is required.

What does it mean to be financially compliant?

The unit has successfully filed all required Annual Financial Reports, each of which has been reviewed and approved by the National Office. Furthermore, the unit has remitted all applicable assessment and late fees in full to the National Office and is currently in good financial standing.

How do I know if my Unit is financially compliant?

The membership portal will indicate whether the unit's Annual Financial Report for the current year, as well as all reports dating back to 2021, have been filed and accepted as complete, if applicable. To be considered financially compliant, the unit must submit all required reports and pay all assessment, Freedom Fund, and any applicable late fees in full.

Once the AFR review process is complete, an official letter confirming the unit's financial compliance for 2025 will be prepared and uploaded to the Documents section of the membership portal.

Who needs to sign the AFR?

The Treasurer, Treasurer-elect (if applicable), President, and Secretary will review the form and fill out their information. You can review the form via Zoom or in-person to retrieve all the signatures simultaneously.

Who should sign the electronic signature for the Prison Unit since they don't have access to do that?

The State Conference will have to assist Prison Units in filing their annual financial report. The State Conference will provide a paper version of the AFR for the Prison Unit to complete. The Treasurer of the Prison Branch will sign the last page, with the President and Secretary signing the first page near their name.

The State Conference will enter the information into the Prison Unit AFR on behalf of the Prison Unit. It will use the State Conference preparer's email address for all requested addresses for the President, Treasurer, and Secretary. That assisting person of the State Conference will complete the signing processes. They will email a scanned copy of the paper AFR prepared by the Prison Unit Treasurer as a part of the required AFR filing as proof of SUBMISSION. Please email the paper copy of the Prison Unit AFR they signed to ufi@naacpnet.org.

Our Unit is non-compliant. How can we find out why?

This is a specific question that requires further review by the National Office. To determine the appropriate response, please email ufi@naacpnet.org for guidance.

Additionally, one of the National compliance requirements is ensuring that the unit meets the minimum membership threshold. For assistance with this, please contact Field & Membership at members@naacpnet.org so that a membership review can be conducted.

How do I receive a list of members associated with the funds received for overages?

Email ufi@naacpnet.org, including your unit number, the amount received, and the date received. A list of members relating to those overages will be provided.

Can I stop and return to the form to complete my AFR?

Yes, all updates, corrections, and submissions will be done in the AFR portal. To resume a saved form, the option will be to the right on the portal home page.

If we have more than one set of bank statements, how do I upload them?

All bank statements will be uploaded by the treasurer using the link provided on the treasurer's Salesforce Dashboard.

I did not receive a link to the annual financial report. Can I have someone forward their link to me?

The process for completing the Annual Financial Report has changed. Units no longer need a special link to access the form. The updated form allows each unit to select its name and unit number directly within the form. Click the above link to access the AFR portal.

Where can I download the annual financial report?

The annual financial report cannot be downloaded to be filled out. All the fields must be filled out electronically using the AFR form.

I couldn't find my unit name and unit number when I opened the link. What should I do?

Please contact Units and Compliance to determine why the Unit is not on the list. Email ufi@naacpnet.org and give them your Unit's name and number to research and assist.

Do youth units have to provide bank statements if they don't have a bank account?

If the youth unit does not maintain a separate bank account from the adult unit, uploading 12 bank statements is not required. However, if the youth unit operates its own bank account, bank statements must be provided for all applicable months. Please respond with a unit number and name to the question "What Entity/Unit Number is responsible for managing the financial bookkeeping of this Unit?" in page 2 of the AFR.

I manage our adult and youth units, and we only use one bank account. How do I file our AFR?

We encourage two separate bank accounts for record-keeping purposes.

All Units, both Adult and Youth, are required to submit separate Annual Financial Reports. While the Units work to establish two distinct bank accounts, bank statements must be uploaded with the Adult AFR. Bank statements will not be required for the Youth AFR. When submitting the Youth AFR, please indicate the name of the Unit responsible for maintaining the financial records when prompted. The units will have separate annual financial reports.

Our youth unit's school handles their financial transactions, and we don't have access to the bank statements. What do we do?

Provide the name of the entity responsible for managing the financial recordkeeping when prompted in page 2 of the form. The college/ university chapter will proceed to fill out a "zero" AFR. Please enter $0.00 for all fields requiring a dollar amount

Our youth unit's financial transactions are taken care of by our State Conference. What do we do? 

• Prepare the youth unit's annual financial report, but do not upload bank statements.
• Answer No to the following question in the AFR: Is there at least one bank account in this Unit's name?
• Provide the name of the entity responsible for managing the financial recordkeeping when prompted in page 2 of the form. The youth unit will proceed to fill out a "zero" AFR. Please enter $0.00 for all fields requiring a dollar amount.

What if the President, Secretary, and Treasurer have graduated and are no longer at the branch?

The Youth Unit Annual Financial Report must still be completed, filed, and signed. If it is not possible for the Unit's executive officers to sign, the Youth Advisor may sign on their behalf.

For additional guidance, please contact ufi@naacpnet.org.