Finance Operations

Chapter Financial Deadlines Action Chart

Who is ResponsibleItemHow to FileDue Date
Current President & TreasurerFinalize closeMake all year-end adjustments/accruals in QuickBooksJuly 1st
Current President & TreasurerFinancial ReviewMust be completed and uploaded via Cvent surveyAugust 1st
Current President & TreasurerAuthorization for Inclusion, Certification of Organization No Education Foundation, Practice of Operating PoliciesCertify via Cvent surveyAugust 1st
Current President & TreasurerIRS 990 Tax Compliance SurveyCertify via Cvent surveyAugust 1st
Current Treasurer which is shared with the Chapter Board MembersInformational Form 990 (Excel Document)HFMA accounting will prepare upon submission of Annual Review and send for review and final completion to chapterSept 15th
All Voting Directors & Officers of the Chapter serving upcoming fiscal year (this does not apply to Regional roles)Conflict of InterestCertify via Cvent surveyAugust 1st
Incoming or Current Treasurer serving new fiscal yearChapter BudgetEnter budget into QuickBooks upon Board’s approvalAugust 1st
Incoming or Current Treasurer serving new fiscal year1099-NEC FormFile Form 1099-NEC electronically or mail it to the IRS along with Form 1096 Due to IRS & Payee by January 31st of the following year

Regional Financial Deadlines Action Chart

Who is ResponsibleItemHow to FileDue Date
Current Regional TreasurerFinalize closeMake all year-end adjustments/accruals in QuickBooksJuly 1st
Current Regional TreasurerFinancial ReviewMust be completed and uploaded via Cvent surveyAugust 1st
Current Regional TreasurerAuthorization for Inclusion, Certification of Organization No Education Foundation, Practice of Operating PoliciesCertify via Cvent surveyAugust 1st
Current Regional TreasurerIRS 990 Tax Compliance SurveyCertify via Cvent surveyAugust 1st
Current Regional TreasurerInformational Form 990 (Excel Document)HFMA accounting will prepare upon submission of Annual Review and send for review and final completion to RegionSept 15th
Incoming or Current Regional Treasurer serving new fiscal yearRegion BudgetEnter budget into QuickBooks upon Board’s approvalAugust 1st
Incoming or Current Regional Treasurer serving new fiscal year1099-NEC FormFile Form 1099-NEC electronically or mail it to the IRS along with Form 1096 Due to IRS & Payee by January 31st of the following year

Treasurer Training Videos

This library of training videos will help you in your role as chapter or regional treasurer. The videos are broken out by general topic (QuickBooks® and Treasurer Operations) and then sub-topics within each section. For your information, HFMA staff and contact information is also provided in the HFMA Resources section. 

Staff and contact information:

  • Perla Gallegos, Chapter Accounting
  • Janine DeHerrera , Manager, Finance and Accounting
  • Email: [email protected] (please include your chapter/region)

Chapter Forms (forms are for reference only; certify via the Cvent survey)

Chapters must certify chapter documents via the Cvent survey. 
PCI Compliance: Ensure your PCI compliance is completed annually for your merchant account. Do not allow it to expire!

Treasurers: To complete the information and certify the chapter forms via the Cvent survey, use the Cvent survey. Forms included in this survey are the Authorization for Inclusion, Certification of Organization_No Ed Foundation, and Practice of Operating Policies. Treasurers then need to upload applicable financial documents via this Chapter Financial Review Upload survey.

Chapter Treasurers in collaboration with the 2022-23 President will also need to complete the IRS 990 Tax Compliance Survey by August 1. Treasurers will need to complete the Conflict of Interest Form as well.

All Voting Directors & Officers of the Chapter (including Treasurers): To complete your Conflict of Interest Form via the Cvent survey, click here

Chapter Annual Financial Review & Guidelines 

Chapter Authorization for Inclusion Form 990 

Chapter Certification of Organization – No Ed Foundation

Chapter Practice of Operating Policies 

Region Forms (forms are for reference only; certify via the Cvent survey)

Regions must certify region documents via the Cvent survey. 

Regional Treasurers should sign off on all forms via one Cvent survey (this is different than the chapter submission survey) and then submit the regional financial documents via this Regional Financial Review Upload survey.

Regional Treasurers in collaboration with the RE team will also need to complete the IRS 990 Tax Compliance Survey by August 1.

Region Annual Financial Review and Guidelines

Region Authorization for Inclusion Form 990 

Region Certification of Organization – No Ed Foundation 

Region Practice of Operating Policies 

Policy Certification Requirements

Conflict of Interest Policy and Resolution Certification 

Record Retention and Destruction Policy Statement 

Whistleblower Policy Statement 

Additional Resources

Treasurer Quick Reference Guide

Financial Tax and Insurance Management Guide

Travel and Entertainment Expense Guidelines

Certificate of Insurance Request – HFMA can provide a Certificate of Insurance for your upcoming chapter/regional meeting. All requests should be submitted a minimum of 30 days before the certificate is needed. Please allow 48-72 hours for a response.

IRS Form 1099-NEC Instructions

For assistance or inquiries, email the Volunteer Experience Team