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Club Finances

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Once a club has been chartered, they must decide whether or not they will be handling finances. If the club decides that they are going to be maintaining funds such as dues, applying for mini-grants, or holding any type of fundraisers, the club must have a bank account. The resources below have been designed to assist with the club handling funds in the name of 4-H. While handling funds is added responsibility, the process is easily maintained as long as the appropriate steps are taken.

IRS Status: Prior to obtaining a bank account, the club must apply for an Employee Identification Number (EIN) through the Internal Revenue Service (IRS). The EIN is assigned to each club and is not to be shared between groups. The number is used in place of a social security number when opening a bank account.

4-H Financial Management Packet – this packet is all the forms in one document along with the Treasurer’s Guide.

4-H Club/Group Finance Training PowerPoint – 2021 Training

Material Description Location/Use
Club Finance Checklist Checklist used for clubs to appropriately handle club funds Club Finance Packet
4-H Financial Responsibility Leader Acknowledgement Letter required for all club leaders handling funds. The letter must be signed prior to obtaining an EIN Club Finance Packet
*Completed copy kept in Club file
Applying for an EIN Use this document to apply for an EIN for those with checking accounts regardless.
NC 4-H SS-4 sample EIN application for the IRS. Form can be submitted via mail, fax, or over phone. An electronic form can be found and submitted at www.irs.gov. Each club must submit their own EIN application. Please note the highlighted questions on the sample – your answers should be exactly the same as this sample for these questions only.
Blank EIN Application Please complete this blank application using the sample above as a guide. Mail, fax or call the IRS to complete or you can complete online. A copy should be kept in the county 4-H Office.
Club Donor letter – Clubs listed with NCSU 4-H GEN Template thank you letter for clubs/groups to recognize donations. This is ONLY for clubs who are currently listed with the NCSU 4-H GEN. Provided as needed to clubs/groups
Club Donor letter – Clubs NOT listed with NCSU 4-H GEN Template thank you letter for clubs to recognize donations. This is a generic letter for all clubs/groups who are NOT listed under the NCSU 4-H GEN. Provided as needed to club/groups.
NC 4-H Treasure Guide – required annually. A guide for maintaining funds for 4-H subsidiaries. Each club should keep their own record of finances in the treasurer guide, submitting an annual report to the 4-H professional at the end of the club year. Guides should be provided in Club Finance packet and should be audited regularly by the 4-H professional
NC 4-H Name & Emblem Application (PDF File) All Groups who wish to use the 4-H Name and Emblem that are not chartered NC 4-H Clubs must complete and submit this application. Must be approved by the 4-H Agent or designee. Updated annually
4-H Club Article of Organization (PDF File) These Articles of Organization are entered into by those who have signed for the purpose of forming a 4-H Club as an Unincorporated Nonprofit Association under Chapter 59B of General Statutes of North Carolina Updated as needed
4-H Group Article of Organization (PDF File) These Articles of Organization are entered into by those who have signed for the purpose of forming a 4-H Group as an Unincorporated Nonprofit Association under Chapter 59B of General Statutes of North Carolina. Group examples are:  4-H Livestock Group, 4-H Shooting Sports, 4-H County Council etc. Updated as needed
Filing of IRS 990 ePost Card This is a step by step directions for filing 4-H Club 990 ePost card. Pages 3-4 of this document Annually – By Feb. 1
4-H Group Tax Exemption Authorization This document allow us to include the club/group in the group exemption ruling. Annually
Individual Club/Group Document Sheet This is needed by the IRS to explain the purpose of the club/group. You will need to fill in the club/group name as indicated on the sheet. It is highlighted each time you need to insert the name. Once for each group.
IRS Inclusion Template Should you need a letter stating you are under the NCSU 4-H GEN, please submit request to shannon_mccollum@ncsu.edu *Signed copy should be kept in Club file
4-H Club Finance PowerPoint presentation covering the process of handling funds of 4-H. Used in Club Finance training
Raffles, Lotteries, Gaming, and 4-H Guidelines for fundraising with games of chance
Signature Card Change Template:  4-H Club/Group Sample letter for Agents/Agent Advisors to use to change the signature cards on 4-H Checking Accounts. You will need to add the Extension Logo with the Clover. You will also need to download the template. Access is view only. Annually/As needed for signature changes.
4-H Account: Bank Address, Email Change. Sample Letter Sample letter for Agents/Agent Advisors to use to change the email address and mailing address to the County 4-H Google Generic Account email address. You will need to add the Extension Logo with the Clover. You will also need to download the template. Access is view only.
Bank Account: email address/mailing address template letter Sample letter for Agents/Agent Advisors to use to explain why the mailing address, as well as the email address, needs to be the county office/county 4-H email address.

Steps to Closing a Bank Account

Google Doc File – plain format.

Steps that need to be taken in order to close a  4-H Club or Group Bank Account. Keep a copy of the documents in the 4-H Club/Group File.