Alpha Phi Fraternity - Alumnae Information

Helpful Hints for the Treasurer

Maintain neat and accurate records and keep a trail.
Have the initial dues payments made to you personally since you don’t have a bank account yet. If you receive check made out to the alumnae chapter, hold them until you open an account. Be sure to give receipts to everyone.
Keep records of all dues paying members (DPMs) and submit to the Executive Office.
Fill out the attached form for a Federal Employers ID number (FEIN) (IRS Form SS-4). It is required by the bank to open a checking account. You do not need to pay taxes, but you will still need to file a form every year. All alumnae chapters are exempt from federal income taxes under Alpha Phi International’s federal income tax exemption as a "subordinate chapter." Alpha Phi International has to file a report each year listing all of the alumnae chapters under its exemption so please be sure to send your FEIN number to the Executive Office. However, chapters are not exempt from local sales tax.
After receiving your FEIN, go to the bank of your choice and open an account. Request a waiver of monthly service charges based on your non-profit status.
Order the least expensive checks available.
Order an endorsement stamp from the bank. It will cost about $10, but it is worth the time you’ll save preparing deposits.
Specify that only one signature be required on checks, but place at least two signers on the account. Treasurer and President are common signers.
Secretary will need to sign the card certifying that the chapter passed a resolution authorizing the Treasurer and President to act as signers. (Prepare the resolution on a sheet of paper, date it, and have the secretary sign it.)
Prepare a Beginning Balance Sheet.
Prepare an Income Statement.
Save money for your Convention delegate (approx. $1500 in 2000) and Regional Conference delegate.
Report balance in checking accounts at meetings as requested.
Continue to collect local dues. Send a list of DPMs to the Executive Office by Oct. 1, updates due Jan. 30 and June 30.

Collecting Dues

Send out a "bill" or invoice to all members on your mailing list
You can do this in a newsletter or in a separate billing.
Include payment due date and terms of dues (one year).
Include a statement about how the dues are used.
Include an addressed return envelope
Send a personal thank you note soon after payment has been received.
Look official! You want to end up in everyone’s "bill basket."

Helpful Hints About Collecting Dues

Have a sign-in sheet at events with a box for a check mark for those who have paid dues.
Place stickers on nametags of dues paying members.
Be persistent. You may feel awkward at first, but people appreciate gentle reminders. All Executive Board officers should remind members as well.
Members are more inclined to send in their dues when their efforts are acknowledged. Send thank you letters. List the names of DPMs in your newsletter.