Creating Reports

From the financial report submitted last year, copy the figures that were in the current fiscal year column and paste them in the last fiscal year column of this year’s report.

These figures should reflect financial activity (dues collected, expenses paid, etc.) in the course of the fiscal year. If these instructions are followed, the information will match the outline of the IRS Form 990 EZ.

• Class treasurers should use QuickBase to fill in the number of alumni dues payers and the number of widow dues payers in the “Number” column and your dues amount for each category. In many instances, the total is simply the multiple of the number of dues payers times the dues amount.
   
• List any investment income (e.g. interest or dividends).
   
• Show the change(s) in market value of any non-cash investments from the previous year. The actual market values of investments should be shown in the “Total Class Resources” section.
   
• List any reunion revenue.
   
• Add up all the figures in this section and enter the total as the “Total Receipts & Market Value Adjustments” figure.

• From your previous fiscal year invoices, fill in the total amount paid for dues mailings, bank processing charges, QuickBase fee, and Alumni Relations management fee in the space next to “Dues Campaign.”
   
• List any other expenses on the appropriate line in this section. Most of these expenses are found on individually titled invoices.
   
• Add up all the figures in this section and enter the total as the “Total Disbursements” figure.

To find whether your organization had a surplus or deficit for the previous fiscal year, subtract the “Total Disbursements” from the “Total Receipts & Market Value Adjustment.” 

The total is the surplus or deficit for the prior fiscal year.

• Enter in the June 30 balance of any checking accounts, savings accounts, or certificates of deposit in their appropriate sections.
   
• List any other investments at the June 30 market value on the appropriate line.
   
• Add up all the figures in this section and enter the total as the “Total Resources” figure.

To reconcile this report, add the current year surplus (subtract if it is a deficit) to or from the Total Resources from the previous year. The result should equal the “Total Resources” for the current fiscal year.

• If you had any transaction that requires an explanation, describe briefly in the “Notes” section.
   
• Answer all the questions on the “Questions” section.
   
• Tax Deductibility of Dues Addendum: please fill this out (even if you have already). By filling out this addendum annually, you are affirming that your dues are likely tax deductible.
   
• Sign and date the financial report.
   
• Keep a copy for your records, mail or fax one to your class president, and send a copy to the Blunt Alumni Center via mail or email to your appropriate Dartmouth Alumni Relations contact by August 1.
  
  Blunt Alumni Center
  20 North Main Street
  Hanover, NH 03755