Each year, units complete and submit an Annual Financial Report. The details and disclosures are signed by the Unit President as well as the Treasurer.
- AFR Release Date - January 10, 2023
- AFR Submission Deadline - March 1, 2023
- AFR Late Submission Fee Begins - March 2, 2023
Please refer to the table below for more information.
How do I make the assessment fee payment for 2022?
The 2022 assessment fee can be paid on page 9, where the banking information for the unit will be provided for confirmation. On page 7 of the annual financial report, a calculation of your assessment due will be provided. To be fully financially compliant, this amount must be paid in full. Partial payments will not be accepted.
I didn't get my 2020/2021 assessment fee refund. How do I get that back?
Please make sure that the contact information, especially the officer's email address, is up-to-date in the membership portal. Finance has been doing outreach to the units since March 2022 to obtain the correct ACH banking information to make a direct bank deposit for this refund. These refunds will not be paid by check. If you would like to determine if the national office has the most current information, please email email@example.com for confirmation.
What should I do if I can't make the full payment of the assessment fee?
Please email firstname.lastname@example.org for assistance.
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 for 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.
How do we separate grants & restricted income?
In the annual financial report, all grants both restricted and unrestricted will be combined and the amount will be entered into the grants section. For unit financial records, however, the restricted and unrestricted amounts must be kept separate for your bookkeeping purposes.
What is our definition of a grant and restricted income?
A grant is typically a contribution that has some kind of request attached, such as using it for general operation or for a specific program. If it is for general operation, it is unrestricted. If it is specified for a specific project or program or event where the donor specifies how you must use those funds, it is considered restricted.
How are restricted funds determined for revenue?
Restricted funds can be accepted for programs that are determined by the national office as approved programs. Those restricted funds must be used in accordance with the funders' request. The funds received for that program would be considered restricted funds and any expenses related to those funds should be allocated to such.
Would donations under $5,000 be considered unrestricted income if the category is under fundraising income?
All contributions will go under fundraising unless it is a grant/restricted income that is specifically identified in the scholarship/restricted income areas.
Do we need to list out all of the donors that provided $5,000 or more?
If the donor provided more than $5,000 in aggregate, do they need to be listed?
Do the units need to report in-kind revenue and expenses on the annual financial report?
No, they do not need to be on the annual financial report for 2022.
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. See page 5 of the annual financial report.
The membership revenue deposited according to the unit bank should match the membership revenue recorded on the AFR unless the unit is using accrual accounting.
If a funder wants to give us a donation and they need a donation receipt, how do we do this?
Send an email to email@example.com and provide your contact information and the unit's name and number. The instructions along with 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.
Our unit does not have a W-9 for banking information and cannot complete the annual financial report. What should we do?
If the unit currently does not have a bank account and does not have or know if they have an EIN, or because it was recently chartered, please contact firstname.lastname@example.org to apply for an EIN.
A new unit that has financial activity should file an annual financial report and advise the national office of how it conducted financial transactions on page 4 of the annual financial report to provide additional information on income.
Our unit was dormant and has decided to become reinstated. We are not sure of the EIN but need to file our annual financial report. What should we do?
If the unit is being reinstated, the national office will have to research to determine if an EIN was previously available. Please contact email@example.com 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 new Annual Financial Report (AFR) forms?
This is to eliminate the need to manually consolidate unit information to file the Group-990 timely. The form connects to the membership portal to allow units and the national office to input and review financial information quickly and efficiently.
If our unit had no financial transactions but wants to be AFR-compliant, what should we do?
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 filed its annual financial report since 2015 or the date of its inception. It has paid all of its assessment fees to date, with waivers for the 2020 and 2021 assessment years. If the annual financial report has been filed late, all penalties have been paid.
It has provided all of the 2022 bank statements and completed the 2022 annual financial report submission, payment, and late payment if applicable.
How do I know if my Unit is financially compliant?
The membership portal will show if the 2022 annual financial report and all prior reports back to 2015 have been filed and accepted as complete, if applicable. All assessment and Freedom Fund payments must be made and any late payments if applicable. An official letter that states that the Unit is financially compliant for 2022 will be prepared for the unit. This letter will be provided after the AFR review process and will be uploaded into the documents section in the membership portal.
Who needs to sign the AFR?
The Treasurer, Treasurer-elect, President, and Secretary will review the form and fill out their information on page 8. You can review the form via zoom or in person so you can retrieve all the signatures at once.
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 with Prison Units filing their annual financial report. The State Conference will provide a paper version of the AFR for the Prison Unit to fill out. 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 and will use the State Conference preparers email address for all email addresses requested for 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 signed by them to firstname.lastname@example.org.
Our unit is non-compliant. How can we find out why?
This is a very specific question that would require further investigation. The national office will need to review. Please send an email to email@example.com to determine these answers.
The other compliance requirement is whether the unit has enough members to qualify for membership compliance.
Please send an email to Field & Membership at firstname.lastname@example.org so that further membership research can be conducted.
How do I receive a list of members associated with the funds received for overages?
Send an email to email@example.com, give your unit number, the amount received and the date received. A list of members relating to those overages will be provided.
If we have more than one set of bank statements, how do I upload them?
The system will allow for 4 sets of bank statements for each month. There is an "add another response" button at the corner of each bank statement section.
I did not receive a link to the annual financial report. Can I have someone forward their link to me?
The process for the annual financial report has changed. There is no need for a special link as the new form will allow the unit to select the unit's name and number in the new form. The link will be the same for all units starting in 2022.
Where can I download the annual financial report?
The annual financial report cannot be downloaded to be filled out. All of the fields must be filled out on the electronic form. All units will receive a link to find their unit name and number to complete the 2022 annual financial report.
When I opened the link, I couldn't find my unit name and unit number. What should I do?
Please contact Field & Membership Services to determine why the unit does not show up on the list. Email firstname.lastname@example.org and give them your unit's name and number to research and assist.
What should I do if I receive a "413 Payload Too Large" error?
This indicates that the file uploaded is too large. The maximum combined size for all the files can only be 2.5 MB. Please compress the files or upload smaller attachments. Use the free PDF compressor, if needed.
Do youth units have to provide bank statements if they don't have a bank account?
If there is no separate bank account, the 12 bank statements do not need to be uploaded. If the youth unit has bank accounts separate from the adult unit, bank statements will be required for the months that are applicable.
I manage our adult and youth units and we only use 1 bank account. How do I file our AFR?
The units will have separate annual financial reports. Only upload the 12 bank statements for the adult annual financial report. The youth annual financial report will not require any bank statements.
Our youth unit's school takes care of their financial transactions and we don't have access to the bank statements. What do we do?
Contact your school to assist you with obtaining the financial information that will be needed to prepare the annual financial report.
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 any bank statements.
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 filed and if it is possible to have them sign, it is still a part of their required duties when they were elected to be on the executive team. If it is absolutely not possible, the youth advisor for the unit will sign the annual financial report on behalf of the previous executives.