communication department

In July, the STC office will mail forms to chapter presidents and treasurers for their annual chapter financial reports for the fiscal year July 1, 2007-June 30, 2008. The form can also be downloaded from the STC website. Chapters must submit these forms to the STC office by September 30, 2008, to qualify for their chapter pass-through payments. (Please note: student chapters are on a different schedule. Student chapter president and/or advisors should contact Diana Buttram, Director of Community Relations, regarding their reports.)

The Board of Directors has adopted a policy that chapters that did not submit their financial reports by last year's deadline have until September 30, 2008 to submit financial reports for the fiscal year July 1, 2006-June 30, 2007 (known as fiscal year 2007). Chapters have also been given until September 30, 2008 to file prior financial reports for fiscal years 2005 and 2006. STC will not honor past-year filings after October 1, 2008, unless a chapter can provide evidence of negligence by the STC office.

Some chapters report that their treasurers have not deposited checks for prior years' dues. The board policy on late reporting of financial reports also clarifies that as of October 1, 2008 STC will not resend funds to chapters that have been negligent in depositing check. Chapters have until September 30, 2008, to request a new check to be issued for 2005, 2006, or 2007 dues.

Filling out the Chapter Financial Report

The Guidelines for Chapter Treasurers provide details on how to fill out the financial report. The cash balance for the beginning of the year (July 1, 2007) should agree with the cash balance reported for the fiscal year-end in last year's report (June 30, 2007). Reports filed for earlier years should also include this information for the appropriate period.

Chapters must include the following supporting materials with the chapter's financial report form:

• June 2008 reconciliation statement balancing the chapter's checkbook against outstanding items (a sample bank reconciliation form is on the STC website)
• Photocopies of the chapter's bank, money market, and certificate of deposit account statements as of June 30, 2008

Those chapters that realized more than $25,000 in income are also required to complete an IRS 990 form and return it to the Society office before their funds will be issued. The 990 packages are mailed to the appropriate chapters in mid-July.

Completed financial report forms and supporting materials can be emailed to Diana Buttram, or should be mailed to:

Diana Buttram, Director of Community Relations

Society for Technical Communication

Attn: Chapter Financial Reports

901 N. Stuart Street, Suite 904

Arlington, VA 22203-1822