1. Managing Finances and
Cash in the 4-H
Program
Chris Boleman
cboleman@ag.tamu.edu | @ctboleman

2. Changes / Updates for 2014-15
 Annual $5 Volunteer Fee
 Age / Grade Changes (15-16)
 2014 Texas 4-H Summit – Who needs to attend
 4-H Happenings will continue
 Possible changes in 4-H year for program planning
(Sept – Aug)
 Validation
 More Marketing
◉ TEAM Texas 4-H
◉ Signs
◉ Membership Cards
◉ Web Marketing

3. Volunteer Management Items
 $5 Fee
 Through Connect
 Individually or via club check
 No change for Master Gardener
 Goes live 8/15

4. Validation
 Steer
 Heifer
◉Yes, it will be different
◉There WILL be a physical validation
◉Hair samples
◉Heifers are unique
◉ Multi-year
◉ Breeding
Education
• Use it as a teaching
moment
• Code of Conduct
• Make sure people know
what is going on.

5. Chartering
 Protects the name and emblem of 4-H in Texas and
America.
 Grants permission to local clubs/groups to operate
in the name of 4-H.
 Allows 4-H clubs/groups to operate under the 501c3
not for profit organization Texas 4-H Inc.
 All clubs should charter

6. Sections of Charter a 4-H
Club/Group
Charter Application
Bylaws
Employee Identification Number,
or EIN
Budget
Bank Accounts/Information

7. Charter Application
 Completed and submitted annually using the current
years form.
 Application includes basic information pertaining to the
club, such as:
◉ Name
◉ Leadership (Club manager(s) and officer team
◉ Contact and Meeting Information
◉ Financial Information such as name of bank(s), names
on signature cards, EIN
◉ Additional question related to membership and
makeup of club

8. Bylaws
 A complete and club/group approved set of
bylaws must be provided
 Bylaws include a financial dissolution clause
indicating residual dollars and resources will
become property of county 4-H Program
should the club/group dissolve.
 Bylaws do not have to be uploaded annually,
only when the club/group has amended or
revised them.

9. Employee Identification Number
(EIN)
 Upon a club/group being established, clubs apply,
and receive, an Employee Identification Number
(EIN) from the Internal Revenue Service (IRS).
 Clubs can not be chartered without an EIN, however
there are a few exceptions such as military 4-H
clubs, or clubs/groups operating under another
parent organization.
 Clubs chartered under another parent organization
will be not be under the group of Texas 4-H Inc. and
will be legal and fiscally responsible to the IRS
separately.

10. Budget
Any club/group who has a bank account
or accepts, disburses, and/or manages
any monies during the 4-H year will
provide an annual budget for review and
approval by club membership.
A club/group can determine the
complexity and detail of their budget.

11. Budget and Finances
 We have to be in the GAME!
 Any club/group who has a bank account or accepts,
disburses, and/or manages any monies during the 4-H
year will provide an annual budget for review by club.
 Annually, the club/group will provide a copy of the most
current bank statement for each of the accounts the
club/group manages.
 Bank accounts require a minimum of two (2) signatures
and those two signatures have to be from more than one
family.
 Verification of account activity and/or signature card may
be requested at any time by the Texas A&M AgriLife
Extension Service.

12. Timeline
 April – May - County Extension Agents meet with club
managers and distribute information for annual
chartering process
 May 15 – July 15 - Club Managers complete charter
application on all existing clubs/groups, and provide
application, bank statement(s), and budget to County
Extension Office
 July 16 - All 4-H clubs/groups in Texas will go to an
“INACTIVE” status in order for the review process to start.
 July 16 – Aug 14 - Texas 4-H Office review conducted of all
clubs. Clubs having all chartering information complete
and correct will have status change to “ACTIVE.”
 Aug 15 - 4-H enrollments opens for new 4-H year and
youth can sign up for 4-H only in clubs which have been
chartered and have an ACTIVE status

13. Aug 15th to Oct 1st
Chartering letters uploaded to the 4-
H club/group in 4-H CONNECT.
What do these letters mean?
◉Club can use name and emblem
◉Liability
◉Proof of 501c3

14. Texas 4-H Club Finances
Updates from the 4-H Club Finances
Committee

15. Account Set-Up
 All accounts must be associated with an EIN
◉ No more social security numbers
 There must be two signatures on the account
◉ The club manager and the treasurer or another registered
adult volunteer
◉ Cannot be a married couple
 If signatures on the account need to be changed
◉ must notify the bank in writing

16. Best Management Practices
 Receiving Funds
◉ Record cash transmittals immediately
◉ Prepare a list of all remittances received to compare to
bank deposits and statements
 Requesting Funds
◉ Utilize check requests
 Reimbursements
◉ Claims should be supported by receipts or paid invoices

17. Best Management Practices Cont.
 Retaining Financial Records
◉ Retain records for current year plus six years prior
 Detailed records including the items listed below need
to be kept:
◉ Original invoices or receipts
◉ From whom
◉ Amount collected
◉ Purpose of expense
◉ When it was spent
◉ Who was paid and the amount
◉ Purpose of purchase

18. Best Management Practices Cont.
 Club manger and club treasurer are responsible for
coming up with a plan to keep track of all records
 Reconciling Accounts
◉ Should be reconciled monthly
◉ If there are problems with the account they need to be
taken care of immediately

19. Annual Financial Review
 Will be a part of the chartering process and must be
uploaded to 4-H Connect
 County offices should receive a monthly treasurers
report from each club
 Agents will be required to review the account and sign it
before uploading to connect
 Account needs to be reviewed by people not directly
associated with the club
 Will require a list of club assets

20. Debit Cards
 Due the liability and risk we DO NOT recommend the
use of Debit Cards
 However, if you chosen to utilize the guideline are listed
below:
◉ Only one (1) debit card is allowed for each club
◉ Clubs should not tie a PIN to the account. It should be
utilized as a “credit card” only.
◉ If cash is needed for an event, withdrawals must be
completed with a teller at the bank
◉ Original receipts must be kept for all purchases
◉ There are to be absolutely NO personal purchases
◉ If it occurs it the agent, 4-H Specialist and DEA need to be
notified

21. Cash Withdrawals
 If a club withdrawals money, the following MUST be
done:
◉ Reason for withdrawal must be documented (i.e.
concession stand)
◉ Withdrawal can be made with a bank teller ONLY
◉ Items purchased with the cash must have a receipt
submitted
◉ NO checks should EVER be written to “Cash”
 This action needs to be very minimal

22. Agent Roles & Responsibilities
 Review all club charters
 Oversee all accounts
 Actively participate in reviewing and signing the
financial review submitted by clubs
 If a discrepancy is reported on account:
◉ Immediately inform the DEA and 4-H Specialist

23. 4-H Club Finances Committee
Members
 Ms. Megan Logan – Committee Chair
 Dr. Toby Lepley
 Dr. Kevin Chilek
 Mr. Derrick Bruton
 Mrs. Sue Ferguson