Chapter Financial Deadlines Action Chart
| Who is Responsible | Item | How to File | Due Date |
| Current President & Treasurer | Finalize close | Make all year-end adjustments/accruals in QuickBooks | July 1st |
| Current President & Treasurer | Financial Review | Must be completed and uploaded via Cvent survey | August 1st |
| Current President & Treasurer | Authorization for Inclusion, Certification of Organization No Education Foundation, Practice of Operating Policies | Certify via Cvent survey | August 1st |
| Current President & Treasurer | IRS 990 Tax Compliance Survey | Certify via Cvent survey | August 1st |
| Current Treasurer which is shared with the Chapter Board Members | Informational Form 990 (Excel Document) | HFMA accounting will prepare upon submission of Annual Review and send for review and final completion to chapter | Sept 15th |
| All Voting Directors & Officers of the Chapter serving upcoming fiscal year (this does not apply to Regional roles) | Conflict of Interest | Certify via Cvent survey | August 1st |
| Incoming or Current Treasurer serving new fiscal year | Chapter Budget | Enter budget into QuickBooks upon Board’s approval | August 1st |
| Incoming or Current Treasurer serving new fiscal year | 1099-NEC Form | File Form 1099-NEC electronically or mail it to the IRS along with Form 1096 | Due to IRS & Payee by January 31st of the following year |
Regional Financial Deadlines Action Chart
| Who is Responsible | Item | How to File | Due Date |
| Current Regional Treasurer | Finalize close | Make all year-end adjustments/accruals in QuickBooks | July 1st |
| Current Regional Treasurer | Financial Review | Must be completed and uploaded via Cvent survey | August 1st |
| Current Regional Treasurer | Authorization for Inclusion, Certification of Organization No Education Foundation, Practice of Operating Policies | Certify via Cvent survey | August 1st |
| Current Regional Treasurer | IRS 990 Tax Compliance Survey | Certify via Cvent survey | August 1st |
| Current Regional Treasurer | Informational Form 990 (Excel Document) | HFMA accounting will prepare upon submission of Annual Review and send for review and final completion to Region | Sept 15th |
| Incoming or Current Regional Treasurer serving new fiscal year | Region Budget | Enter budget into QuickBooks upon Board’s approval | August 1st |
| Incoming or Current Regional Treasurer serving new fiscal year | 1099-NEC Form | File Form 1099-NEC electronically or mail it to the IRS along with Form 1096 | Due to IRS & Payee by January 31st of the following year |
Treasurer Training Videos
This library of training videos will help you in your role as chapter or regional treasurer. The videos are broken out by general topic (QuickBooks® and Treasurer Operations) and then sub-topics within each section. For your information, HFMA staff and contact information is also provided in the HFMA Resources section.
- QuickBooks Intro
- Managing Accounts Receivable
- Managing Accounts Payable
- Financial Reporting
- Find tutorials, articles, and more training
- QuickBooks User Guide
- Latest webinars and online training:
- Cvent Reporting: https://www.youtube.com/watch?v=DSGh14Xzvdc
How you can use Cvent in your role as Treasurer from Kristen Zebrowski, Hudson Valley NY Chapter - Questions regarding Cvent reporting or issues? Contact Cvent Ecommerce at [email protected]
Staff and contact information:
- Perla Gallegos, Chapter Accounting
- Janine DeHerrera , Manager, Finance and Accounting
- Email: [email protected] (please include your chapter/region)
Chapter Forms (forms are for reference only; certify via the Cvent survey)
Chapters must certify chapter documents via the Cvent survey.
PCI Compliance: Ensure your PCI compliance is completed annually for your merchant account. Do not allow it to expire!
Treasurers: To complete the information and certify the chapter forms via the Cvent survey, use the Cvent survey. Forms included in this survey are the Authorization for Inclusion, Certification of Organization_No Ed Foundation, and Practice of Operating Policies. Treasurers then need to upload applicable financial documents via this Chapter Financial Review Upload survey.
Chapter Treasurers in collaboration with the 2023-24 President will also need to complete the IRS 990 Tax Compliance Survey by August 1. Treasurers will need to complete the Conflict of Interest Form as well.
All Voting Directors & Officers of the Chapter (including Treasurers): To complete your Conflict of Interest Form via the Cvent survey, click here.
Chapter Annual Financial Review & Guidelines
Chapter Authorization for Inclusion Form 990
Chapter Certification of Organization – No Ed Foundation
Chapter Practice of Operating Policies
Region Forms (forms are for reference only; certify via the Cvent survey)
Regions must certify region documents via the Cvent survey.
Regional Treasurers should sign off on all forms via one Cvent survey (this is different than the chapter submission survey) and then submit the regional financial documents via this Regional Financial Review Upload survey.
Regional Treasurers in collaboration with the RE team will also need to complete the IRS 990 Tax Compliance Survey by August 1.
Region Annual Financial Review and Guidelines
Region Authorization for Inclusion Form 990
Region Certification of Organization – No Ed Foundation
Region Practice of Operating Policies
Policy Certification Requirements
Conflict of Interest Policy and Resolution Certification
Record Retention and Destruction Policy Statement
Whistleblower Policy Statement
Additional Resources
Treasurer Quick Reference Guide
Financial Tax and Insurance Management Guide
Travel and Entertainment Expense Guidelines
Certificate of Insurance Request – HFMA can provide a Certificate of Insurance for your upcoming chapter/regional meeting. All requests should be submitted a minimum of 30 days before the certificate is needed. Please allow 48-72 hours for a response.
For assistance or inquiries, email the Volunteer Experience Team.