Club Treasurer Information
English
2024 Information for Soroptimist Club Treasurers
NEW! Member Portal
Previously, members signed onto our website using the club’s ID number (ex: 110987) to access the club profile to pay dues. Starting in July 2024, we will no longer require ID numbers to log in. Club treasurers can log into the new member portal using their individual, unique email address and password. For cyber security purposes, each member must have a unique email address.
You will be able to review your club roster, make changes to the roster by adding and paying for new members, update club officers, update contact information for members of your club, and make donations on behalf of the club. Tech Talk Labs with instructions on how to navigate these features can be found here. Please make sure you are comfortable accessing the SIA website for the administrative forms and directions needed to carry out your duties.
Adding New Members, Roster Review, and Dues Notification
As new members become part of your club, please be sure to add those members to your roster. You may add new members using the online process. Please add your members immediately upon welcoming them into your club; your club’s members do not count in the official membership numbers until they have been submitted to Soroptimist headquarters with the appropriate dues payments.
You can view training videos here,
Part I: How to Log In and Navigate the New Member Portal
Part II: Generate an Invoice to Pay Dues
Club treasurers can access administrative forms they may need through these links:
In May 2025, your club will receive an email regarding the upcoming dues renewal period.
Looking ahead, please expect a cost-of-living increase in dues for the 2025-2026 club year. Additionally, clubs in the United States should also expect the cost of liability insurance to rise, which may also result in an increase.
Financial Best Practices
It is a financial best practice for all clubs to have two signatories on club bank accounts. One should be the club treasurer, and the second can be the club president or another club officer. In this way, the business of the club can continue even if the treasurer is unavailable. If your club does not have two officers listed on your bank account, please work with your club president to move to this best practice. It is also a best practice for someone who does not have signatory authority on the bank accounts to receive a copy of the monthly bank statement to review. Prepare your financial statements and reconcile your bank statement monthly. This information should be presented to your club board on a regular basis.
Insurance Information for Clubs in the United States
While good financial practices are one way to help protect your club, and another is to have the appropriate insurance in place. Charity First, with Pacific Ag Insurance as our broker, underwrites your club liability insurance coverage. It protects Soroptimist from negligent acts resulting in bodily injury, personal injury or property damage arising from a club activity. This insurance is required for all clubs in the U.S. and the premium is paid along with your dues with a $9 per member fee. You can find information on what is covered and excluded and general procedures in the club insurance overview on the SIA website on the Club Administration page. Clubs should request a certificate of insurance (“COI”) for any event that requires special wording including the certificate holder being named additional insured; please contact our broker at Pacific Ag (phone 559-584-3391) or at the email address on the certificate for any advice.
An event questionnaire is available on the SIA website for special events and those consisting of more than 1,000 attendees. Both the COI and the event questionnaire must be submitted to Pacific Ag Insurance a minimum of 30 days prior to your club event.
In addition to the required liability insurance coverage all clubs carry, clubs may also purchase additional, optional insurance plans as well. Pacific Ag Insurance will also assist clubs that are interested in the optional Management Liability Insurance (also called directors and officers, or D&O, liability insurance). As clubs make decisions about meetings and events during this current public health crisis, clubs may want to seriously consider adding the optional Management Liability Insurance as another layer of risk management.
Management Liability Insurance covers the club for decisions made by the board in good faith that may have unintended negative consequences, and which in turn helps protect the individual members of the club board for actions they take in good faith on the club’s behalf. The policy year runs from May to May, but a club may opt into the coverage at any point during the policy year for the US$300premium. SIA headquarters urges all clubs to consider this coverage. Clubs can opt in to this coverage by submitting the management liability coverage request form from the SIA website to Pacific Ag Insurance.
Other optional policies available to Soroptimist clubs include crime coverage and event cancellation insurance. Please visit the SIA website for additional information or contact Pacific Ag Insurance for more information about these optional policies.
Reminder for Clubs in the United States Who Hold 501(c) Federal Tax Status
All clubs holding any 501(c) federal tax status are required to file annually a Form 990 with the Internal Revenue Service (IRS) no later than four and half months following the conclusion of the club’s tax/fiscal year; for most clubs, the deadline is November 15. Any club that has not filed an annual return for three consecutive years will have its federal tax status revoked by the IRS, which means donors will no longer be able receive charitable deductions for their donations, and that the club will be liable for federal income taxes. In addition, in July 2023, the SIA Board of Directors approved an update to the SIA Procedure on good standing (Procedure B.5.) which states any U.S. club that loses its 501(c)(3) status with the IRS will forfeit their charter and be required to re-charter with a new club name in accordance with SIA Procedure B.1. and apply for a new federal EIN Tax-ID number and then apply for IRS exempt status through SIA’s group exemption.
Clubs that have gross annual income of $50,000 or less may file their annual return by the “e-Postcard” system. Filing with the “e-postcard” system generates a receipt, which can be printed out. Please make sure you print out the receipt, or if above the $50,000 threshold, file the appropriate form with the IRS before the November 15 deadline. SIA headquarters also urges all club treasurers to provide verification of the filing to the club president/board of directors. If using the “e-postcard” system, simply provide a copy of the receipt to verify the filing.
All series 990 forms, including the 990 and 990 EZ also must be filed electronically now. The IRS maintains a list of Authorized IRS E-file Providers for tax-exempt organizations. There is usually a fee to download the software or to use the cloud-based system to prepare/file your 990. Please be aware that SIA had not vetted any of these authorized e-filer providers, and each club must determine the best e-filer based on its own individual circumstances. There are also online reviews that compare series Form 990 e-filer providers, which your club may want to consult. Again, SIA has not vetted any of these providers or reviews. Make sure your club can print out a copy of your 990 filing, and any transmission receipts provided by the e-filer for your club’s records.
Spanish
Información para tesoreras de clubes de Soroptimist 2024
¡NUEVO! Portal de miembros
Anteriormente, las personas miembro iniciaban sesión en nuestro sitio web utilizando el número de identificación del club (por ejemplo: 110987) para acceder al perfil del club y pagar las cuotas. A partir de julio de 2024, ya no necesitaremos números de identificación para ingresar. Las tesoreras de clubes pueden iniciar sesión en el nuevo portal de miembros utilizando su dirección de correo electrónico y contraseña individuales y únicas. Por motivos de ciberseguridad, cada miembro debe tener una dirección de correo electrónico única.
Podrá revisar la nómina de su club, realizar cambios en ella agregando y pagando por nuevas personas miembro, actualizar los oficiales del club, actualizar la información de contacto de miembros de su club y realizar donaciones en nombre del club. Los laboratorios de Tech Talk con instrucciones sobre cómo navegar por estas funciones se pueden encontrar aquí. Asegúrese de sentir comodidad al acceder al sitio web de SIA para obtener los formularios administrativos y las instrucciones necesarias para llevar a cabo sus funciones.
Incorporación de nuevas personas miembro, revisión de nómina y notificaciones de cuotas
A medida que nuevas personas miembro se unan a su club, asegúrese de agregarlas a su nómina. Puede agregar nuevas personas miembro mediante el proceso en línea. Por favor, agréguelas inmediatamente después de darles la bienvenida a su club; los miembros de su club no cuentan en los números oficiales de membresía hasta que hayan sido enviados a la sede principal de Soroptimist con los pagos de cuotas correspondientes.
Puede ver videos de capacitación aquí,
Parte I: Cómo iniciar sesión y navegar en el nuevo portal de miembros
Parte II: Generar una factura para pagar las cuotas
Las tesoreras del club pueden acceder a los formularios administrativos que necesiten a través de estos enlaces:
En mayo de 2025, su club recibirá un correo electrónico sobre el próximo período de renovación de cuotas.
De cara al futuro, se espera un aumento en las cuotas por costo de vida para el año de club 2025-2026. Además, para los clubes en los Estados Unidos también se espera que el costo del seguro de responsabilidad civil aumente, lo que también puede resultar en un incremento.
Buenas prácticas financieras
Es una buena práctica financiera para todos los clubes tener dos personas signatarias en las cuentas bancarias del club. Una debe ser la tesorera del club y la segunda puede ser la presidenta del club u otro oficial del club. De esta manera, la actividad del club puede continuar incluso si la tesorera no está disponible. Si su club no tiene dos oficiales registrados en su cuenta bancaria, trabaje con la presidenta de su club para adoptar esta práctica recomendada. También es una buena práctica que alguien que no tiene autoridad para firmar las cuentas bancarias reciba una copia del extracto bancario mensual para revisarlo. Prepare sus estados financieros y concilie su extracto bancario mensualmente. Esta información debe presentarse a la junta directiva de su club periódicamente.
Portuguese
Informações de 2024 para tesoureiras do Clube Soroptimista
NOVO! Portal de Associadas
Anteriormente, as associadas se inscreviam em nosso site usando o número de identificação do clube (p. ex.: 110987) para acessar o perfil do clube e pagar as mensalidades. A partir de julho de 2024, não exigiremos mais números de identificação para fazer login. As tesoureiras do clube podem acessar o portal de novos membros usando seu endereço de e-mail e senha individuais e exclusivos. Por motivos de segurança cibernética, cada associada deve ter um endereço de e-mail exclusivo.
ocê poderá revisar a equipe do seu clube, fazer alterações na equipe ao adicionar e pagar por novas associadas, atualizar os diretores do clube, atualizar as informações de contato das associadas do seu clube e fazer doações em nome do clube. O Tech Talk Labs com instruções sobre como navegar por esses recursos pode ser encontrado aqui. Certifique-se de que está à vontade para acessar o site da SIA para obter os formulários administrativos e as instruções necessárias para desempenhar suas funções.
Adicionar novas associadas, revisar equipe e notificações de mensalidades
À medida que novas associadas integram seu clube, adicione-as à sua lista. Você pode adicionar novas associadas usando o processo online. Adicione suas associadas imediatamente após recebê-las em seu clube; as associadass do seu clube não contam nos números oficiais de associadas até que estes sejam enviados à sede da Soroptimist com os devidos pagamentos de mensalidades.
Você pode ver vídeos de treinamento aqui,
Parte I: Como fazer login e navegar no novo portal de associadas
Parte II: Gerar uma fatura para pagar as mensalidades
Os tesoureiros do clube podem acessar os formulários administrativos que podem precisar por meio destes links:
Em maio de 2025, seu clube receberá um e-mail sobre o próximo período de renovação de mensalidades.
Mais para frente, espere um aumento das mensalidades para o ano do clube de 2025-2026 por questões de aumento de custos de vida. Além disso, os clubes nos Estados Unidos também devem esperar que o custo do seguro de responsabilidade civil aumente, o que também pode resultar em um aumento.
Melhores práticas de finanças
É uma prática financeira recomendada para todos os clubes ter dois signatários nas contas bancárias do clube. Um deve ser o tesoureiro do clube, e o segundo pode ser a presidente do clube ou outro diretor do clube. Dessa forma, os negócios do clube podem continua mesmo que o tesoureiro não esteja disponível. Se o seu clube não tiver dois diretores listados na sua conta bancária, converse com a presidente do clube para adotar essa prática. Também é uma prática recomendada que alguém que não tenha autoridade para assinar as contas bancárias receba uma cópia do extrato bancário mensal para análise. Deixe prontas suas demonstrações financeiras e concilie seu extrato bancário mensalmente. Essas informações devem ser apresentadas ao conselho do seu clube regularmente.