For Sections with Normal Gross Receipts Over $50,000 How to Classify Cash Receipts and Disbursements for your Return For the tax return, your receipts need to be broken down in a few categories as follows: Line 1 – Contributions, gifts, grants, and similar amounts received (include allocations and SPAG grants received from ASCE ) Line 2 – Program service revenue including government fees and contracts received for your programs) Line 3 – Membership dues and assessments (dues you charge your members – may be collected for you by ASCE ) Line 4 – Investment income (interest, dividends and gains or losses on sale of investments received) Line 8 – Other revenue (any other cash receipts not classified above) These must add up to the total of your cash receipts. That total will show on Line 9. Disbursements are a little more complicated. Your disbursements need to be broken down in two ways for the tax return as follows: (1) For 10 to 16 Line 10 – Grants and similar amounts paid Line 11 – Benefits paid to or for members (should be zero) Line 12 – Salaries, other compensation and employee benefits (zero for most), does not include reimbursed business expenses (e.g., travel) documented by expense receipts Line 13 – Professional fees and other payments to independent contractors Line 14 – Occupancy, rent, utilities and maintenance Line 15 – Printing, publications, postage and shipping Line 16 – Other expenses (travel, meetings, supplies, honoraria, other cash disbursements not covered above) These must add up to the total of your cash disbursements. That total will show on Line 17. (2) For 28 to 31 – Program Services You may have to estimate these if you have not maintained your accounting records this way. Going forward, you should structure your accounting records to capture this information. This is a breakdown of your expenses (cash disbursements) for three major programs (if you have three), for example, continuing education, conferences, newsletter, awards program, technical meetings on local civil engineering issues. This is how much your Section and its related entities spend on each major program activity (as defined) with a description of what the program is. Line 31 is a total for your other program activities. The total of these (Line 32) does not have to equal your total cash disbursements since you have other expenses, such as general administration.
Opening and Saving the Worksheet We will provide you with an Excel worksheet you should use to provide information for your Form 990-EZ. The folder containing the Excel worksheet contains other files that you should not open or use. Please copy the Form 990 folder to your computer so that you may access and save the spreadsheet. To open the Excel worksheet, open the 990EZcalcV10r1.xls Excel file. The worksheet will begin to open. Click on “Continue”, then on “I ACCEPT”, and then click on the 2017 tab on the bottom left. This will take you to the entry worksheet. After making your entries, make sure you save the worksheet on your computer. You will need to email the completed Excel worksheet to ASCE Finance for review and conversion to the IRS tax form. Headings Heading Items A – F – Check entries for accuracy. We are using the National Office address and phone number, so that we are not changing them frequently. Heading Item G – Use the cash method of accounting to prepare your return. the appropriate box. Heading Item H – If you do not have donors who contributed $5,000 or more to your section check the box. If you do, please do not check the box and see the “Contributions Received” section below. Please note that ASCE Allotments are contributions and need to be disclosed. Heading Item I – If you have one, fill in your Website URL. Heading Item J – All ASCE Sections are 501(c)(3) organizations. Part I - Revenue, Expenses and Changes in Net Assets or Fund Balances Revenue – Enter your cash receipts (revenue for accrual basis) on the appropriate lines. Click on the <?> if you have a question as to what should be included on a line. Most likely you will have entries for lines 1-4 and 8. Line 9 in this section must total to the amount of your cash receipts (revenue for accrual basis) from your accounting records – reconciled to your bank account(s). If you have “other revenue” for line 8, click on the Schedule 1 and briefly describe the items and enter amounts that make up other revenue. The total from the schedule will carry forward to Line 8.