Importance of the IRS Form 990

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Geraldine Turner
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1 Importance of the IRS Form 990 Mitch Weintraub, CPA Cordia Partners Michael Drennan, CPA Cordia Partners Tamara Vineyard, CPA Dixon Hughes Goodman Sponsored by United Way of the National Capital Area September 25, 2013

Tamara Vineyard, CPA Dixon Hughes Goodman Sponsored by

2 Today s Discussion 1. United Way NCA Member Benefits and Responsibilities 2. IRS Form 990: Filing Requirements for 501(c)3 exempt organizations Requirements for United Way NCA members United Way NCA Membership Criteria 3. IRS Form 990: Best Practices for Accounting and Preparing 4. Resources

3 Membership with United Way NCA Benefits: Workplace Giving Opportunities to Partner Community Impact Grant Funding Opportunities Inspires Donor Confidence Responsibilities: Maintain Eligibility Standards Promote UW/CFC Codes & Proud Member Logo Participate! Number of Applicants Accepted in 2013: 695

Confidence Responsibilities: Maintain Eligibility Standards Promote UW/CFC

4 IRS Form 990: IRS Requirements The 990 can be a positive, beneficial tool! Almost all organizations must file annually. Due 5½ months after fiscal year ends (an automatic 3 month extension may be requested by filing Form 8868). Depending on receipts and total assets, organizations file one of three possible forms: 990 N (e-postcard): Gross receipts $50, EZ: Gross receipts < $200,000 and total assets less than $500,000. Or full IRS Form 990

Due 5½ months after fiscal year ends (an automatic 3 month extension may be requested by filing Form 8868).

5 IRS Form 990: IRS Requirements Consequences of failure to file: Automatic revocation of tax exemption status. The maximum penalty imposed regarding any one return is the lesser of $10,000 or 5 percent of the gross receipts of the organization for the year. In the case of an organization having gross receipts exceeding $1,000,000 for any year, the penalty is increased to $100 per day with a maximum penalty of $50,000.

The maximum penalty imposed regarding any one return is the lesser of $10,000 or 5 percent of the gross

6 IRS Form 990: United Way NCA Requirements If you file a 990N or a 990EZ with the IRS: Must provide a Pro Forma IRS Form 990 Pages 1, 7, 8, 9, 10, and 12 Copy of what was filed with the IRS (990N or 990 EZ) If you file a full IRS Form 990 with the IRS: Complete copy of the filed 990, including all schedules (except B). Organizations with revenue in excess of $100,000 must include a copy of an independent audit. Audit must cover same period as IRS Form 990.

Form 990 with the IRS: Complete copy of the filed 990, including all schedules (except B).

7 IRS Form 990: Example

8 Important Criteria for United Way NCA Eligibility Application IRS Form 990 and audits, if applicable, must cover a fiscal year ending not more than 18 months prior to January 2014 (i.e. ending on or after June 30, 2012). IRS Form 990 documents must show total revenue of $50,000 or greater. Part I, Line 12 Mistakes to Watch For: Are you recording all revenue sources? In-kind or non-cash donations Loans converted to donations

IRS Form 990 documents must show total revenue of $50,000 or greater.

9 Important Criteria for United Way NCA Eligibility Application IRS Form 990 documents must reflect AFR (administrative and fundraising rate) of 35% or less. Calculated from Page 9 (Part VIII), Statement of Revenue & Page 10 (Part IX), Statement of Functional Expenses Mistakes to Watch For: Expenses are not properly allocated Money spent to provide programs must be recorded as such Labor or effort costs must also be allocated

Calculated from Page 9 (Part VIII), Statement of Revenue & Page 10 (Part IX), Statement of Functional

10 United Way NCA: calculating your AFR (Administrative and Fundraising Rate) (Management & General Expenses + Fundraising Expenses) X 100 = Overhead % Total Revenue

11 Best Practices for Accounting and Preparing IRS Form 990

12 Best Practices: What are.? Program Services Activities that further the organizations exempt purposes. Management and General Expenses Expenses related to overall operations and management. Usually includes: Board of Director meetings, legal services, accounting, general liability insurance, office management, auditing, HR, annual report production, management of investments. Anything not specific to programs or fundraising. Fundraising Expenses Expenses incurred in soliciting cash and noncash contributions, gifts and grants. Includes expenses incurred participating in federated or United Way campaigns.

Usually includes: Board of Director meetings, legal services, accounting, general liability insurance, office management, auditing, HR, annual report

13 In-Kind Contributions Generally, they are non-cash donations of: Property/Goods Services Use of facilities (rent) or equipment How do you value In-Kind Donations? Generally, in-kind contributions are recorded at the fair market value of the donation at the time of donation Fair market value is the price at which a willing buyer would purchase the good or service Examples of fair market value: Donated stock fair value of publicly traded stock on the date of donation Donated clothing fair value per thrift store listing Donated food fair value per pound per local area Food Bank

Generally, in-kind contributions are recorded at the fair market value of the donation at the time of donation Fair market value is the price at

14 In-Kind Contributions (Continued) More Examples: Donated facilities- value per real estate assessment or similar means to estimate annual rent Donated artwork or other collectible- value from donor appraisal for donor s personal return Contributed services have special requirements: Services provided must create or enhance nonfinancial assets Require specialized skills, are performed by those with specialized skills Service would otherwise be purchased Fair value of these services can be determined through comparable quotes for similar services

requirements: Services provided must create or enhance nonfinancial assets Require specialized skills, are performed by those with

15 In-Kind Contributions (Continued) Reporting In-Kind Contributions on Form 990: Schedule B (for those required to file) discloses contributions between cash and non-cash by donor Schedule M is required for aggregate in-kind contributions over $25,000 Doesn t include donations of services, use of facilities, use of materials or equipment Donations of services, use of facilities, and use of materials or equipment are not reported as income and expense on form 990; they are reversed on Schedule D Part XI as reconciling items between audited financial statements and Form 990

services, use of facilities, use of materials or equipment Donations of services, use of facilities, and use of materials or equipment are not

16 Other Mistakes to Watch For: Form is incomplete Pro forma does not include required pages Signature is missing Accounting method is not indicated (cash/accrual) For United Way / CFC participation, those with greater than $100,000 revenue must use the accrual accounting method. Form is manually prepared More opportunity for mathematical or other errors Board of Directors information is inconsistent Information on Page 1 must match information on Page 7 (Part VII)

$100,000 revenue must use the accrual accounting method.

17 Cost Effective Solutions to Improve Accounting and Reporting Implement QuickBooks system QuickBooks online starting at $12.95/month QuickBooks Pro 2012 software starting at $ Consider implementation of Bill.com, an electronic bill pay system that integrates with QuickBooks Record and reconcile all transactions Develop basic policies and procedures Maintain accurate time sheets (or monthly effort reports). Signed, dated and initialed & dated as approved. Recruit appropriate board members Minimum of three board members, its ideal to have more. Treasurer attempt to find individual with finance background.

com, an electronic bill pay system that integrates with QuickBooks Record and reconcile all transactions Develop basic policies and procedures Maintain

18 Contact Info and Resources Contact Member Services at: Phone: (703) , Option 1 membership@uwnca.org Visit us online: Application Dates: November 4, December 4, 2013 If you would like to receive electronic copies of the General Accounting Policies & Procedures Manual and/or the Time Sheet template, please send a request to membership@uwnca.org Additional Resources: Instructions to Form 990 Schedules B, D, and M; - Determining Fair Value of Non-Cash Property FASB ASC and 15-4 Contributions Received (Formerly FAS 116) Search for the Form 990 of any organization at

and/or the Time Sheet template, please send a request to membership@uwnca.org Additional Resources: Instructions to Form 990 Schedules B, D, and M; www.irs.

SAMPLE Gift Acceptance Policies and Procedures for Annual Fundraising

SAMPLE Gift Acceptance Policies and Procedures for Annual Fundraising A. Cash Gifts and Pledges 1. Unrestricted Gifts of Cash Gifts given without restriction on the use of the gift. a) Unrestricted gifts