Instructions for Online Submissions of Budgets, Statement of Financial Operations and W-9 Summary - Report #1, Report #2 and Report #3

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1 ALPHA KAPPA ALPHA SORORITY, INCORPORATED Instructions for Online Submissions of Budgets, Statement of Financial Operations and W-9 Summary - Report #1, Report #2 and Report #3 (REVISED NOVEMBER 2017) ALL CHAPTERS ARE REQUIRED TO FILE ANNUAL ONLINE FINANCIAL REPORTS WHICH INCLUDES THE CHAPTER AND FUNDRAISING BUDGETS (REPORT #1), THE STATEMENT OF FINANCIAL OPERATIONS (REPORT #2) AND W-9 SUMMARY (REPORT #3). ALL CHAPTER FINANCIAL REPORT SUBMISSIONS MUST BE REPORTED ONLINE NO LATER THAN JANUARY 1, 2017 BY 11:00 PM CST. REPORTS #1 & #2 ARE CONSIDERED LATE IF SUBMITTED AFTER FEBRUARY 1. REPORT #3 IS CONSIDERED LATE IF SUBMITTED AFTER JANUARY 8. ADHERING TO THE DUE DATES IS CRUCIAL IN ORDER TO PREVENT PROBLEMS IN THE REPORTING PROCESS, ISSUES WITH THE INTERNAL REVENUE SERVICE (IRS), AND POSSIBLE LITIGATION. Computer Require Computer Requirements Please use Internet Explorer 10 or higher. Other browsers (Chrome, Firefox, or Safari) work but the instructions for Pop-up Blockers and Enabling Cookies listed below are for Internet Explorer only. If you need assistance with another browser, please search for instructions on how to disable Pop-up Blockers and enabling cookies. To access the Finance Reporting site, you must be listed on the current Roster of Officers form that was submitted to the corporate office in one of the following positions: Basileus, Tamiouchos, or Graduate Advisor. The Roster of Officers form can be completed online by the listed Grammateus and Basileus in Members Only section (Resources Chapter Officers Officer Management) Make sure that any Pop-up Blockers are disabled. The Finance Reporting link takes you to a new site in a new window. If you have Pop-up Blocker turned on, it will not launch the site. Make sure that cookies are enabled on. The Finance Reporting site uses cookies to track chapter and user data. If your cookies are disabled, you will receive error messages when trying to submit reports.

2 How to Remove Pop-Up Blockers These instructions are for Internet Explorer 10+. If you are using another browser, please search for instructions on how to remove your pop-up blocker. In your browser access Internet Options and access the Privacy Tab. Uncheck the Turn on Pop-up Blocker or click the Settings button. If unblocking pop-ups for AKA only, enter into the textbox and click Add. Also enter *.aka1908.com and click Add. Click Close on the Pop-up Blocker Settings. Click OK on the Internet Options window. How to Enable Cookies In your browser access Internet Options and access the Privacy Tab. (A) Slide the Settings slider to Medium or Low or (B) click the Sites button to set cookies options for a particular website.

3 If setting cookies for the AKA site only add aka1908.com into the Address of Website box and click Allow. Once the address has been added to the list of Managed Websites, click OK. Click OK on the Internet Option window to complete the changes. If all of the above have been verified and you still cannot access the site, immediately. Inputting Reports Log in to the Members Only section from the Alpha Kappa Alpha Sorority Inc. website. If you have problems logging in, please submit a Member Assistance Form for assistance. After logging into the Alpha Kappa Alpha Members Only site, click the Resources link on the top menu bar. The member will be directed to the Resources landing page, which will have a submenu. Click the Chapter Reporting link to get to the reporting page. The Chapter Reports page contains the Chapter Report Book which includes instructions and actual reports for the end-of-year reports. At the bottom of the Chapter Report page contains the links for the

4 reporting sites (Conference Planning, Programs, and Finance). The member will click the Finance Reporting Site link (see below) to proceed with submitting the hotel expenditure reports. The member will reach a page where she must select the chapter for which she is submitting reports. Again, note that a member may have multiple chapter relationships. Click the Enter or Add/Edit Reports link in the Link column. The Finance Reporting Site will open. There will be different menu items in the submenu bar. Statement of Financial Operations Report 2 Operations Budget part of Report 1 Fundraising Budget part of Report 1 W-9 Forms Report 3 Previous Submissions view reports submitted in previous years Reporting Resources instructions, Frequently Asked Questions (FAQs), and other resources for the site Troubleshooting contact information for help

5 Report Entry Budgets (Report 1) & Statement of Financial Operations (Report 2) If you have not entered a report for the year, after clicking the report, the chapter information will display along with a button to add a report. Each target has its own list of reports. If you have already started and/or submitted a report, you will see an Overview page, which will allow you to edit, complete, delete, submit, and print the report. In the example below, the chapter has completed parts I and II of the report, yet needs to complete parts III and IV.

6 When you click Add or Edit, the respective part of the report will open. At the bottom of the form, you will have various options: Previous Form opens the form that is previous to the current form. If you click this button, you current form will not be saved. Save & Continue saves current forms and goes to the next form. This button will not display if the entire form has been submitted. Next Form opens the form that is next form. If you click this button, you current form will not be saved. This button will only display if you have already saved the current form previously and are editting. Go To Overview Page go to the overview page to submit, delete, edit, or print report Once all parts of the report are complete, you will be returned to the Overview Page in order to submit. Check the box acknowledging that the information is correct and click the Submit button. Once the report is submitted, it can no longer be edited from the site. W-9 Forms (Report 3) To submit reports for vendors to which you paid $600 or more, click the W-9 Forms link in the menu. You will see a screen that allows you to add a report or search for submitted reports by year.

7 To add a report, click the Add Report button. This will open the W-9 Forms report. Input the information, make sure to check the confirmation checkbook, and click Submit. Once you have successfully submitted, you will receive a confirmation along with a link to print the document. To edit/view a submitted W-9 Forms report, from the main W-9 Forms page, select the year which you want to view from the dropdown list. This will generate a list of all the reports submitted. Note: The list will only contain years for which you have submitted a form. If you do not see the year, a form has not yet been submitted for that year. Click Edit to change information on a form that is already submitted. Click Print to print the report. Previous Submissions You are now able to see submissions for reports submitted in previous years. Click the Previous Submissions link in the menu. A list of all submissions on the site from previous years will be listed. The reports are available for view/print only. You may not edit these reports.

8 Other Resources The Excel files of Reports #1, #2 and #3 are located at the following locations: 1. Go to Members Only Chapter Officers Chapter Reports. 2. Go to Members Only Forms and Documents Topic: Chapter Report Book. If you encounter any error messages, copy and paste the message in an to