Collegiate Section Leadership Meeting

1. Collegiate Section Leadership Meeting WE12 – November 9, 2012

2. Agenda • Roll Call • Finance Committee Update • Surprise Activity • Best Practice Sharing • Region H Conference!

3. Roll Call • H050 Bradley University • H051 University of Detroit Mercy • H052 University of Evansville • H053 Kettering University (A) • H054 University of Illinois Urbana/Champaign • H055 University of Illinois Chicago • H056 Illinois Institute of Technology • H057 University of Iowa • H058 Iowa State University • H059 Lawrence Technological University • H060 Marquette University • H061 University of Michigan • H062 University of Michigan/Dearborn • H063 Michigan State University • H064 Michigan Technological University • H065 Milwaukee School of Engineering • H066 University of Minnesota • H067 University of North Dakota • H068 North Dakota State University • H069 Northwestern University • H070 University of Notre Dame • H071 Oakland University • H072 Purdue University • H073 Purdue University Calumet • H074 Purdue University Indianapolis • H075 South Dakota School of Mines & Technology • H076 Southern Illinois University • H077 Trine-State University • H078 Wayne State University • H079 Western Michigan University • H080 University of Wisconsin Madison • H081 University of Wisconsin Milwaukee • H082 University of Wisconsin Platteville • H083 Valparaiso University • H084 St. Cloud State University • H085 Northern Illinois University • H086 Purdue University Fort Wayne • H087 Minnesota State University - Mankato • H088 South Dakota State University • H089 Rose-Hulman Institute of Technology • H090 Lake Superior State University • H091 University of St. Thomas • H092 Indiana Tech • H093 Grand Valley State University • H095 Kettering University - B Section • H096 Wisconsin, Stout, University of • H099 Minnesota-Duluth

4. Finance Committee Update Collegiate Treasurer Updates WE12 – November 9, 2012

5. Agenda • Responsibilities of the Treasurer • Records to be Provided to New Treasurer • Recommended / Required Policy & Reports • Annual IRS Reporting Details • Instructions for Annual Report • Financial Best Practices / Safeguarding • Training Resources & References • Questions / Contact Information

6. Financial Responsibilities of the Treasurer The Treasurer is part of the Executive Committee and works with the team to ensure the financial assets are tracked and protected, including: • Collect, safely keep, and distribute funds • Sign checks (along with designated others) • Keep an exact accounting of all receipts and expenditures • Prepare and submit the annual financial report to the Society • Present a financial report at each meeting of the executive council, and answer inquiries on financial matters • Assist in preparing the annual budget • File annual e-Postcard or 990 tax forms • Assume other financial duties as assigned by the section president or executive council, as applicable

7. Records to be Provided to New Treasurer When transitioning roles, the following should be available for hand-over: • Copies of previous 2 annual financial reports filed with the Society • Section/MAL/region EIN • Financial institution(s) name, local branch, address, account numbers and on-line access information (new treasurer should change the password) • All financial records from the previous year, including e-Postcard log-in (if applicable) • List of currently authorized check signers • Copy of budget (if approved in the prior fiscal year) • Check books and registers • Tax exempt paperwork, if applicable

8. Required/Recommended Policies & Reports • Recommended Policies • Financial Policy – how assets are handled • Investment Policy – types of investments permitted • Program Plan – multi-year strategy for long term programs • Examples of these and others are available in the Finance Manual • Annual IRS Reporting • e-Postcard • IRS Form 990 or IRS Form 990-EZ • Annual Financial Report – Due July 30th

9. Annual IRS Reporting Details • SWE Exempt per 501(c)(3) of Federal Tax Code • Collegiate Sections Using SWE Exemption: • File tax returns under the SWE group tax exemption • Collegiate Sections Using College/University Umbrella: • Income Included in College/University Tax Reporting • Levels of Reporting • E-Postcard (Form 990-N); Income <$50K – Deadline Nov. 15th • IRS Form 990 or IRS Form 990-EZ; Income >$50K • See Finance Procedure for detailed instructions

10. Annual Financial Report Instructions • Whoever is completing the annual financial report must first be listed as a leader of that region/section/MAL. • Login to http://leadership.swe.org/logon.aspx for access to the Leadership Portal site. • Select either the Section or Region Financial Report; MAL would select Region • Select the appropriate section/region/MAL from the drop down menus and then select “Load Previous” • Complete the form with the financial data for the year-end of the previous fiscal year • Save the information and verify by signing with e-mail address (treasurer) • A second individual, i.e. president, will then review and confirm the information is correct by signing off with their e-mail address • When both individuals have signed off on the form, it is submitted to HQ.

11. Financial Best Practices / Safeguarding • Yearly Financial Assessment is recommended, intended to: • Safeguard the assets of the organization. • Ensure the accuracy, reliability, timeliness, and integrity of the accounting and operational data. • Promote operational efficiency. • Ensure compliance with managerial policies, laws, regulations, and sound business practices. • Make recommendations to improve accounting systems. • Instructions and forms are available on SWE Money

12. Training Resources and References Training Information • Finance Manual – SWE Governance Documents • Membership-Governance Docs-Procedures-B1310a Finance Manual • Includes e-postcard instructions • Region Conferences – Finance 101 • Collegiate Leadership Coaching Committee (CLCC) Finance Modules • SWE Money Community has information about: • E-postcard • Annual Financial Report • Other Financial questions • Finance Committee Members are available as mentors

13. Penny Wirsing Treasurer Treasurer@swe.org LeeAnn Escobar Finance Committee Chair leeann.escobar@hotmail.com Cindy Hoover Finance Committee Chair Elect cindy.hoover@swe.org Questions For resources go to the SWE Money Community.

14. Best Practice Sharing

15. Recruitment • How do you work with high school students to encourage them to join SWE when they come to college? • How do you recruit freshmen into SWE? • How do you recruit upperclassmen into SWE?

16. Retention • How do you keep members excited about SWE? • What leadership opportunities do you provide for upperclassmen? • What events do you hold dedicated to upperclassmen?

17. Outreach • What is your section’s best outreach event? • Does your section work with Girl Scouts? • What Outreach ideas do you have for future events?

18. Fundraising • How does your section raise money for events? • What events does your section have the most difficulty raising money for?

19. Working with Professional Sections • What type of events does your section hold with the local professional section? • What type of relationship does your section have with their counselor?

20. Region H Conference! • When: February 8-10 • Where University of Minnesota • Goal: 100% Section Attendance • Do you need financial help to attend? • Do you want to know about the benefits of a regional conference?