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AFSA Chapter Officer Training

Learn the essential chapter report procedures and submission requirements to maintain your chapter's active status and comply with IRS regulations. Follow the timeline and guidelines provided in the AFSA manual for accurate and timely reporting.

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AFSA Chapter Officer Training

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  1. AFSA Chapter Officer Training Module 5 Reports

  2. Chapter Report Procedures • AFSA Manual (AFSAM) 100-2, Policy and Procedures of AFSA • AFSAM 100-4, Field Operating Procedures, Daily Operations & Requirements • Chapters submit reports to there respective Division Presidents NOTE: Current manuals are available to download from the HQs website

  3. Chapter Required Function • AFSA Chapters have an administration requirement to submit annual and quarterly reports in a timely manner. • Administrative Support Payments could be withheld if reports are not filed. • Failure to submit quarterly reports on-time could also result in your chapter being considered inactive and your charter could be revoked closing your Chapter. • ASP payments below $50 will be held until the chapter’s ASP reaches a minimum of $50. If a chapter does not reach a minimum of $50, they will receive the full amount of their ASP payment at the end of the year.

  4. Annual Reports Time Line * • Submit reports to your Division President (DP) by their suspense. • DPs must submit all reports, yearly budgets, Internal Revenue Service (IRS) group tax filing, and other documents to AFSA HQs in accordance with the guidance from AFSAM 100-2.

  5. Purpose of the Reports • The IRS is aggressively pursuing the non-profit (tax-free) sector. • AFSA must ensure all financial affairs comply with IRS non-profit business rules. • Information contained in your quarterly reports is submitted to the IRS. • Your reports must be thorough & accurate so AFSA does not violate any tax laws that could jeopardize its tax-free status.

  6. AFSA Forms • The next several slides will cover various AFSA reports. • All report forms are available to download from the HQs website.

  7. AFSA Forms Location

  8. Activity Americanism & Financial Report (AA&F) • The AA&F form is a culmination of financial data and chapter projects covering a three month period. • For ease of submission, Chapters should document their projects/activity monthly. • Newsletters, bank statements, email notifications and chapter meeting minutes are ready sources of information to complete the AAF.

  9. Activity Americanism & Financial Report (AA&F) (cont.) • A reminder that the AAF form needs to list every project or activity your chapter accomplished during the quarter. • Correct financial data documentation is vital to maintain our non-profit status. Americanism projects and their cost are key to this effort so document them!

  10. AFSA Form 700- 5 Activity, Americanism & Financial Report. AFSAM 100-4 provides detailed instructions to complete this form. Due 30 days from end of reporting quarter

  11. Form 700-5 (cont.)

  12. Form 700-5 (cont.) NOTE: Requirement for President’s and Treasurer’s signatures.

  13. Annual Budget Form Due January 15th every year

  14. AFSA Annual Audit Form Due February 15th every year

  15. IRS Form 990, Group tax filing document • AFSA is a 501(c)19, tax exempt, Veterans Service Organization. • Group filing, allows HQs to file on the Chapters behalf • Chapters/Divisions must submit Form 990 to be included in group filing. • It is important to keep excellent records & submit accurate/timely reports. • keep HQs informed if any reporting requirements can’t be met. • Failure to submit a 990 means your Chapter does their own tax return! NOTE: Remember the drop dead date on Form 990 is Jan 15th, Divisions should have them collected and sent in to AFSA NLT the 15th of Nov of the prior year.

  16. Annual Group Tax Form (990) Due 15th of November of each year

  17. AFSA Form 700-5(2), DOO (page 1) NOTE: There is one form for both the Division and Chapter Councils Don’t forget to list your membership chairmanship for membership database access DOO is due February 15th and within 15 days of any changes to the Div/Chapter executive Council

  18. AFSA Form 700-5(2) (page 2 cont.)

  19. AFSA Form 700-5(2) (page 3 cont.)

  20. AFSA Form 700-5(2) (page 4 cont.)

  21. AFSA Form 700-5(2) (page 5 cont.)

  22. AFSA Form 700-5(2) (page 6 cont.) NOTE: Chapter President’s signature required. Submit DOOs to your DP. DPs will update AFSA HQs.

  23. Summary • Chapter leaders are the key to the reporting process • Plan ahead and document often so Chapter reports are accurate and timely • Read manuals and seek help from your DP/HQs if needed—get it right the first time • The IRS will ultimately hold Chapter Presidents accountable so own the process!

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