Financial Information for Volunteers

Looking for help to manage the finances of your class, club, or group? You’ve come to the right place.

Financial Information All In One Place

Here are resources for class, club, and group financial leaders, covering everything from taxes to Reunion finances.

Dartmouth Hall at twilight

Taxes

Resources to help guide class treasurers through the annual tax filing requirements.

Tax Information

Additional Tools and Resources

Soliciting and managing dues payments is an important responsibility. Class dues may be utilized to subsidize various class engagement activities such as newsletters, mini-reunions, class project, major reunions, and more. The dues solicitation letter can be harnessed as an important communication opportunity by sharing class news, upcoming mini-reunions, information about how dues are spent, and more. 

How to Submit Your Dues Solicitation

Treasurers may submit dues solicitation letters to Alumni Relations via QuickBase or in an email to volunteer.engagement@dartmouth.edu.

Dues Solicitation Timeline

Each spring, Dartmouth Alumni Relations sets deadlines for the following year.

  • Fiscal Year Starts: July 1
  • Email 1: Send in September or October
  • Letter 1: Due to Alumni Relations in September | Anticipated receipt by classmates in mid-October
  • Letter 2: Due to Alumni Relations in Early February | Anticipated receipt by classmates in mid-March
  • Email 2: Send in April or May
  • Fiscal Year Ends: June 30
     

QuickBase & Online Dues Information

Dartmouth provides classes with access to QuickBase, an online system and database used to track dues payments and alumni information for each class. QuickBase contains many templated reports and treasurers may also create customized reports.

New treasurers should contact volunteer.engagement@dartmouth.edu to obtain login credentials.

Dues Solicitation Letters Template and Samples

The following are examples of effective dues solicitation letters used by fellow treasurers. You are encouraged to review these letters as you seek inspiration for your next solicitation letter.


Sample Dues Mailings

Class Dues Acknowledgment Letter

Dues acknowledgement letters are required for all gifts over $250. This letter should acknowledge the generous contribution of your classmate while also serving as a formal acknowledgement for federal tax purposes.

Class Dues Tax Deductibility

Your classmates’ dues may be tax-deductible. Fill out the form listed below and return it to volunteer.engagement@dartmouth.edu. Please read the disclaimer on the form and contact tax@dartmouth.edu with any questions.

Historical Dues Participation by Class

A January 2017 Moosilauke Forum survey—which received 963 responses—indicates that 74% of alumni have paid dues at some point since graduation and 59% have paid within the past two years. While many view the Dartmouth Alumni Magazine* and class newsletters as the primary benefits of dues payment, the most important reason to pay varied by age. Older alumni felt that newsletters, class projects, the administrative cost of dues collection, and class gifts were the most important reasons to pay while younger alumni felt that the reduced cost of reunions and mini-reunions was the most important reason to pay. Unfortunately, among non-dues payers, the perception that there is no benefit to paying dues was the top reason for not participating.

All of this reinforces the importance of educating classmates about the ways in which dues benefit both themselves and the College, reminding classmates whether they have already paid (perhaps through an honor roll on class websites), and finding creative and meaningful ways to solicit classmates. 

*The Dartmouth Alumni Magazine is, in fact, no long paid for with class dues. Now paid for by Alumni Relations, all alumni with a valid mailing address receive the Magazine regardless of whether they have paid class dues.

History of Class Dues Participation FY01-FY25

Dues participation is calculated by dividing the total number of dues payers for the fiscal year by the number of alumni solicited for dues at least once during the fiscal year. View the class dues participation by class archive.

History of Class Dues Amounts FY85-FY24

The amounts shown on the sheet are what classes charged for dues during the fiscal years across the top. These amounts represent dues only and do not include any class project donation requests. View the class dues amount charged by class archive.

Classes experience significant cash flow during a reunion year. If a class decides to select a separate reunion treasurer, it will be imperative that class treasurers and reunion treasurers work closely leading up to, during, and after a class reunion.

Reunion Treasurer Responsibilities

  • Reunion treasurers will prepare, manage, and share the reunion budget.
  • Reach out to the reunion chair to establish a second signer if the class opens a separate reunion bank account.
  • Maintain transparency with regard to reunion expenses and revenue.
  • Share all reunion financial information with the class treasurer.
     

Reunion Reporting

Because reunions are class business, the revenue and expenses generated by reunions must be reflected in the class annual report and tax filings.

This includes working together to establish a separate reunion bank account as needed, notifying the class treasurer of all dues collected through reunion registrations and sharing all revenues and expenses so the class treasurer can prepare the annual financial report and yearly tax filing.
 

Use of Reunion Funds

Funds collected through reunion registration—except class dues—must be utilized for reunion purposes and may not be used for other class business such as newsletters, mini-reunions, etc.

If a class anticipates a surplus and wishes to utilize funds collected through reunion for other class business, classmates must be made aware before funds are collected.

Many classes choose to establish a separate reunion bank account to manage reunion finances and avoid co-mingling funds.

Explore all aspects of class finances including information about class dues, financial reports, taxes, and more! You are encouraged to reach out to the Treasurers Association leadership team with any questions. 
 

Best Practices for Treasurers

Investment Policy

Mentors

Joe Dempsey '83, President, Treasurer's Association (Ledyard Plan)
 

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This section is ever-evolving. Volunteers should help build a robust resource site by sharing ideas with Volunteer Engagement for consideration.