The first three months of the DCMS year may seem like nothing but rapid fire deadlines. Good communication and teamwork is the key to a seamless start, but don't forget that Chapter Relations staff is here to help.

Who's on First?

Want to know who is responsible for what? Check out the DCMS Reporting Requirements Overview in the 2012-13 Chapter Planning Calendar and Resource Guide, Tab 2. It lists the requirements by date with the required documentation, chapter leader responsible, and even directs you to the correct page for details.

It's a good idea to check with the responsible parties, now, to ensure that they are aware of the deadline and have either completed their tasks or have scheduled them for completion. This is a good practice for all your deadlines-keep it going until the May 10 (2013) year-end reporting deadline. By making contact a few days ahead, you still have time to address questions or problems, so you can still report on time and maintain your 10 points for on-time reporting on the CBSC.

June Dates

June 1: Start of the 2012-13 Fiscal Year
The 2012-13 Chapter Officers and Board of Directors, Regional Executive Council, and the HFMA Board of Directors assume the responsibilities of their leadership year.

June 1 DCMS Reporting Requirements
  1. Annual Operating Budget - the chapter treasurer should enter this into QuickBooks Online.
  2. Education Program Plan - your program chair(s), DCMS contact, or Secretary should enter your program budget online in the Program Planning Tool (PPT). The total number of hours entered must equal or exceed your goal, which is roughly 0.5% over the total education hours for your chapter in the 2011-12 year.
  3. Chapter Balanced Scorecard (CBSC) Goals Review - the only action required is that you review the goals to ensure you are on track. There is no form or report, but it's something that your entire leadership team should do early on and monitor regularly by viewing your CBSC Progress Report (posted monthly).

July Dates

July 1 DCMS Reporting Requirements:

  1. TheChapter Verification Form  is an Adobe Acrobat form which should be filled out and submitted online by the chapter president. The Verification Form must include the following information:
    1. Verification that your chapter has scheduled at least four board meetings between June 1, 2012 and April 30, 2013 along with a list of the dates.
    2. Verification that your chapter has reviewed its bylaws and is operating in compliance with them.
    3. Verification that your website is current. Check with your webmaster to ensure that your new leadership roster has been reported, events are current, and your most recent newsletter is posted. For a complete list of website requirements, consult the Chapter Planning Calendar and Resource Guide distributed at LTC (it's also available on the Chapter Leaders website).
    4. Verification that your chapter treasurer submitted the Annual Operating Budget in QuickBooks Online by June 1.
  2. Founders Merit Awards Updates - Your Founders chair should ensure that points have been updated for all your chapter members. Only the Founders Contact can update Founders points. Make sure your Founders Contact attends or reviews the May 23 Founders Contact webinar: "HFMA Founders Merit Award Program-Recognizing the Volunteer in You."
July 15

Pull a PPT report for your chapter. Make sure that there is an entry for every program your chapter has produced. Check to see which first quarter programs have been reported. Confirm that all unreported events are still active. Make sure the responsible person cancels or postpones programs that will not be held before the end of the quarter (July 31). Make sure that there is a plan to report the remaining active events so your chapter retains its on-time reporting points.

July 31

End of the first 2012-13 DCMS quarter. One quarter is down and there are just three left to go! Make sure that your 1st quarter reporting is completed by Aug. 10:

  • Newsletters - Your chapter's 1st quarter newsletter must be published before July 31and the person responsible for reporting must report it using the online reporting tool and email a copy of the publication or hyperlink for the online publication to
  • Education Programs - Make sure that every last program your chapter offered this quarter has been entered into the PPT and that final attendance and hours are reported no later than Aug. 10.

Ensuring that all programs are entered in the PPT helps build strong chapters two ways:

  1. It helps your chapter keep an accurate count chapter education hours towards your goal.
  2. It allows you to see what's been reported and what still needs to be reported. This is important if you want to maintain your on-time reporting points and capture all the hours your chapter deserves.

If extraordinary circumstances will prevent your chapter from reporting your newsletter or education program on time, email to request an extension before the deadline-so you can maintain your on-time reporting points. Unless there is an extraordinary circumstance, Chapter Relations staff can offer an extension of up to five business days. Extensions beyond five business days require the approval of the Chapter Relations Director. The Director will refer unusual or extreme extension requests to the Regional Executive Council for consideration and approval.

August Dates

Aug. 1 DCMS Reporting Requirements

The president and treasurer are responsible for the following financial reporting documents due today:

  1. IRS Form 990
  2. Financial Review
  3. Authorization of Inclusion of Chapter Information for the Group Tax Return Form
  4. Certification of Chapter Organization
  5. Practice of Operating Policies Form - Conflict of Interest Policy, Whistleblower Policy, and Record Retention
Aug. 10 DCMS Reporting Requirements

DCMS 1st quarter reporting deadline for:
Educational Programs held May 1 through July 31
Newsletters published May 1 through July 31

We mentioned this above, but we can't say it enough: if extraordinary circumstances will prevent your chapter from reporting online, it's important that you email to request an extension-so you can maintain your on-time reporting points.

Keeping on top of these 1st quarter of deadlines will help you establish a system to carry you through to April 30, 2013, the end of the 2012-DCMS year.

Questions? We're here to help. Contact Chapter Relations at (800) 252-4362 or


Publication Date: Thursday, June 28, 2012