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Club Finances

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.

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
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
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. Do not fill out the online form. The questions are not the approprite ones to be recognized with our NCSU 4-H GEN. 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. Annually – By Feb. 15
4-H Group Tax Exemption Authorization This document allow us to include the club/group in the group exemption ruling. Annually
4-H Club Finance PowerPoint presentation covering the process of handling funds of 4-H. Used in Club Finance training
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 highlighed each time you need to insert the name. Once for each group.
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