The document provides guidance and resources for STC chapter and SIG treasurers including a treasurer's handbook, budgeting webinar, key financial deadlines, notes on funding eligibility and fiscal responsibility, and information on filing taxes. It also includes a sample annual budget plan for an STC chapter with 175 members that outlines common income sources like monthly meetings, an annual workshop, website ads, and competitions, as well as expenses such as food, space, and speaker costs.

1. Resources for STC Chapter and SIG Finances
The Leadership Resources page on stc.org has several documents available to help treasurers and
others who are responsible for the community's finances. The current budget form and financial report
form are always stored on this page: http://www.stc.org/mystc/resources/leadership-resources
• Treasurer's Handbook:
http://www.stc.org/images/stories/pdf/CommunityFinances/treasurers%20manual%20march%202011
.pdf
Volunteers are needed to help update and streamline the Treasurer's Handbook this year. Talk to
Jane Wilson if you are interested!
• Budgeting Webinar
Recording: http://stc.adobeconnect.com/p35h353dm2o/
Handout PDF: http://www.stc.org/images/stories/pdf/leader_resources/2013-budgeting-webinar-
sample.pdf
Slides PDF: http://www.stc.org/images/stories/pdf/leader_resources/membership-matters-slides.pdf
Three Key To-Dos
• Chapters only: Submit the annual financial report to STC. This report is due May 15 each year.
• US chapters only: File 990 with the IRS (usually the 990-N e-postcard). It is due May 15 each year.
• All chapters and SIGs: Submit your budget for the next calendar year to STC. (For example, the 2016
budget will be due in October 2015.) The budget is due in late October. The exact date will be
communicated when the budget form is sent out.
Note on Funding
To be eligible for STC funding, a community must submit a budget and must have submitted the 990 and
STC financial report (if applicable) for the previous year.
Note on Fiscal Responsibility
Chapters should aim for reserves equaling 1-2 years of their annual total expenses. If you have more
than two years' worth of expenses in reserve, you should be using the money to provide member value.
Ideas for spending reserves include holding events (workshops, conferences, etc.), bringing in speakers,
and holding a mentoring event or job fair.
Notes on Taxes
• If your community has less than $50,000 in receipts and less than $1,000 UBIT (Unrelated Business
Income Tax) for the year, you will complete the IRS 990-N e-postcard.
o It is very rare to file anything other than the e-postcard.
o You can submit the form online and you will receive a confirmation message. Forward that
message to the STC office to verify that you submitted your taxes.
• If your community has $50,000 or more in receipts and/or more than $1,000 in UBIT, you must send
the IRS 990-EZ and 999-T (if required) to the STC office.
o UBIT can include income from businesses advertising with your community on your website
rather than donating directly to you or sponsoring a meeting.
• You must send 1099-MISC IRS tax forms to vendors (such as an attorney) with whom you spend
$600 or more in the year. This does not apply to workshop speakers, meeting venues, etc. If you are
sending 1099s, you must prepare a 1096 tax form summarizing the 1099s and submit with copies of
the 1099s to the IRS. This page summarizes the types of vendors who must receive 1099s:
http://www.irs.gov/uac/Form-1099-MISC,-Miscellaneous-Income-
• If you think you might have to send 1099s or file a tax form other than the 990-N e-postcard, please
do not hesitate to contact the STC office. The STC treasurer and the other staff members can help
with your questions.

2. ** SAMPLE**
Annual Plan for STC Chapter (175 members)
DESCRIPTION INCOME EXPENSE
Monthly meetings Dinner meetings held nine times per year
(January-May and September-December)
20 members @ $25
5 non-members @ $30
10 telecon @ $5
Sponsorship: $200
Space: donated
Total income: $900/meeting
Total income: $8,100/year
Dinner: 25 @ $20
Telecon: 10 @ $2.50
Total expense: $525/meeting
Total expense: $4,725/year
Annual awards
banquet
Annual recognition event held in June.
Chapter subsidizes 50% of the dinner cost
for volunteers, other members and the
scholarship winner. Coffee, tea and soft
drinks are included in dinner price;
attendees pay for their own beer, wine and
mixed drinks at the cash bar.
25 members @ $15
5 non-members @ $40
Sponsorship: $200
Total income: $775
Dinner: 30 @ $30/person
Room/bartender: $150
Gifts: $200
Total expense: $1,250
Annual workshop Special educational event held as a
revenue-generator every fall. Guest
speaker for October/November presents an
8-hour workshop during the day, and a 90-
minute presentation at the dinner meeting
that same evening. Chapter pays speaker
a stipend to offset travel/lodging expense.
Chapter also pays for speaker’s lunch and
dinner.
6 members @ $150
4 non-members @ $225
Sponsorship: $250
Total income: $2,050
Lunch/snacks: 11 @ $35
Dinner: 1 @ $20
Speaker: $750 stipend
Space: donated
Total expense: $1,155
Website Annual hosting fee due in December
Advertisers pay $300/year to have their
logo + web link posted on the home page
for 12 months. Over the past four years, 2-
3 companies per year have bought ads.
Ads: 2 @ $300
Total income: $600
Annual hosting: $100
Total expense: $100
Competitions Annual local competitions held in October-
November. Chapter exchanges entries for
judging with another chapter in the region.
Judging is done in-person on a Saturday at
a local university, which charges a small
public-use fee. Chapter provides breakfast
and lunch for judges and volunteers.
Chapter submits Best of Show winner to
international Summit Awards in January.
20 member entries @ $50
20 non-members @ $100
Total income: $3,000
Postage: $200
Space: $150
Food/beverage: 12 @ $30
Summit Awards fee: $125
Total expense: $835

3. DESCRIPTION INCOME EXPENSE
TechComm Summit Chapter reimburses incoming President for
full Summit registration, Leadership Day
ticket, Awards Banquet ticket, travel and
other expenses up to a $1,200 limit
Summit stipend: $1,200
Total expense: $1,200
Grants/donations Retired member has made a year-end
donation of $500-1,000 for the past seven
years
Council member has pledged $100
donation plus company-match of $100
Donations/pledges
Total income: $200-1,200
Scholarship Scholarship program is open to full-time
students enrolled in the Tech Comm
degree programs at two local institutions.
Committee selects winner in May and
awards $250. Winner is invited to attend
the awards banquet in June at the member
price.
Annual scholarship drive at December
monthly meeting has yielded $75-$500 in
donations each of the last five years.
Scholarship fund drive
Total income: $0-500
Annual award: $250
Total expense: $250