THE EXECUTIVE SECRETARY'S DESK A Chapter Checklist for the 1990's The 1980's have come and gone and it's time to make a checklist of all outstanding problems that need to be addressed by the General Office. In other words, every chapter should now make a year-end checklist for their forms needed to do business; clear up all initiations that have not been finalized; check on any and all back orders that still may be outstanding; and make sure a Chapter Directory is on file in the General Office. And, above all, make sure that Chapter Tax for the chapter; and Grand Tax and the National Headquarters Assessment for individuals have been paid. I urge any chapter which has not mailed its Grand Tax or Chapter Tax to do so immediately-to avoid any confusion about being seated at the upcoming Regional Conventions. Please check this magazine to see when your Regional will be meeting and then note the cut-off date for chapter voting strength, which is the first day of the month preceding the actual meeting month. (For example: If the meeting is in April, the cut-off date will be March 1st). So make our job easier by sending your Grand Tax in as early as possible before your actual cut-off date. It is now mandatory that each college and alumni chapter establish and maintain a "permanent address (fraternity house or Post Office Box)" to promote effective communication. Now is the time of the year for replacing items that have been misplaced or lost, i.e., Chapter Seals, Shingles, Life Member Plates, Pins, etc. Please refer to the Materials section of the Chapter Guide for the prices of these items. Many brothers are concerned about how they can change their address with the General Office. Upon receipt, please note that with every Passcard there is a "tear-off" section which allows you to correct any information that is not correct. Should you move, simply send that portion back indicating your new address; or, immediately upon moving, forward us a note with your The Sphinx/Winter 1989
Social Security Number, name and new address so that it can be changed. An address cannot be changed without the Social Security Number because that is the way you are entered into the EDP system. Life Members should also include their Life Member Number. We're doing our best to keep addresses as current as possible - but your failure to alert
us to your new address will result in your missing several issues of The Sphinx, as well as other information that is periodically mailed to the membership. As a reminder, please remember to follow the guidelines as they pertain to filing the IRS 990 form for your chapter, as set forth below. Please bear in mind that the Staff here in the General Office always stands ready to help you with the business of Alpha Phi Alpha Fraternity. Please feel free to write or call. Especially feel free to commend our diligent efforts to provide quality service; and, we welcome your constructive criticism to enable us to better serve you if there is a problem. In other words, we just like to hear from you. Help us serve you! Fraternally yours,
Qlm~ft-ftftufoj James B. Blanton, III Executive Secretary
YOU . . . and the IRS Based on regulations imposed on all individuals and organizations doing business with banks, savings and loan associations, and other financial institutions, issued by the United States Government in its recent IRS overhaul, many of you will find yourselves in a dilemma on how this new ruling affects you or your chapter. To avoid any further confusion, we have received an "official" ruling from the IRS in Washington, DC, that clearly defines what each chapter in Alpha Phi Alpha must do. Every chapter that expects to do business with any of the above financial institutions must obtain a Tax Identification Number from the local IRS office that governs your region or state. Once you have received your I.D. number, you may or may not receive a request to file a Form 990 [Return of Organization Exempt From Income Tax] which all "tax exempt" organizations must file within five (5) months of the close of their business. If you operate on a calendar year and your books are closed on or before December 31st, you must file your Form 990 by May 15th of the following year. When you get your Form 990, the following general guidelines apply: • IF your total monies transacted were greater than $25,000.00, you must fill the form out completely and file it with your local IRS center. • IF your transactions were less than $25,000.00 [the category covering most chapters], you must "check" the space on the Form 990 - indicating that your dealings were no more than that figure, and that's all. Return the form to the IRS, and they, in turn, will remove your name from their records as having to file the 990 form. If you do not understand this ruling, please make contact with the General Office [(312) 373-1819] before you incorrectly file a form. Please note that this is the procedure which must be followed each and every year. If you do not automatically receive a form from the Government, it is your responsibility to acquire the Form 990 locally and file it in whatever manner it affects your chapter - before the due date.