Where can I use the Divvy Card?
The are no restrictions on the Divvy card. Transactions are monitored by the Area Directors, Sections Directors and Sections Auditors.
What information do I use to make a payment?
The address on each Divvy card is the address selected by the region within the Admin user portal. The name on the card, is the name of the card holder.
I do not have enough credit line to make a payment, now what?
There are many options: 1) Make a prepayment on the Divvy card to increase your credit line. The payment takes 4 business days to post so be sure to plan ahead when you have large expenses coming up. 2) Set your payment schedule to weekly instead of monthly to refresh the credit line. 3) Request a credit line increase with your section director.
Why does AYSO have to pay sales tax as a non-profit?
A non-profit is exempt from federal income tax, but sales tax still applies in many instances (sale of merchandise, purchase of uniforms, equipment, etc.). Some states offer sales tax exemptions. State exemptions can be applied for by the SAR and submitted to our office.
Won’t sales taxes decrease the net amount of money the Region receives from the sale?
Yes it will, but it can be minimized by raising the price of item slightly to cover the tax that will be due. For example, Regions may choose to sell T-Shirts for $25 each instead of $20.
What Account Codes are considered taxable?
Revenue recorded in the following general ledger accounts will be taxable in several states; codes 4010 (Merchandise revenue), 4012 (T-shirts revenue), 4024 (Concessions revenue), 4027 (Concessions – Packaged). The same is true for Expense codes 5105-5108 (Uniforms-NO TAX PAID), 5131 and 5135 (Equipment – NO TAX PAID). It is critical that expenses are being coded to the proper code to insure accurate tax filings and fees. If you have questions pertaining to sales tax please contact firstname.lastname@example.org
Do we need a special cash register to itemize and add-on any sales tax due for each concession or fundraising sale?
No. the Finance Department will calculate sales tax due from sales of merchandise and concessions by simply multiplying the appropriate tax rate for the state, times the amount of revenue received from the sale.
Are there any fundraising activities that are NOT considered taxable?
Yes! Generally, non-taxable fundraising activities fall into the category of sales of intangible items, such as car washes or often times sales through a third party. Revenue from non-taxable fundraisers should be coded to 4040 – Fundraising – Other, which is a non-taxable account code.
Are Regions responsible for filing tax returns, sales taxes?
As a single legal entity, AYSO operates as a single corporation with one tax identification number. The AYSO National Office will do the calculation, filing and payment for each state’s sales tax and other required state forms on behalf of the Region as part of our normal support of your Region. Each Region will then be invoiced separately by the National Office for its portion of the total amount due and paid on its behalf. Under no circumstances should Regions have any direct contact with sales tax agencies, state or local governments, as this can cause confusion. All Sections, Areas, and Regions should reconcile their bank accounts by the 10th of the month (for prior month activity) so that sales tax returns can be properly filed in a timely manner. Be sure to categorize transactions as ‘No Tax Paid’ for all purchases when tax is not paid. It is recommended that regions pay vendors sales tax up front. If a vendor is not charging sales tax, request them to do so if possible. If you have any questions, please email email@example.com.
Are out-of-state purchases subject to sales taxes?
Typically, yes. If the vendor did not charge sales tax, a use tax may be owed. Select an account category including NO TAX PAID as appropriate. Email firstname.lastname@example.org with any questions.
My state has a sales tax exemption letter, do I still need to code to No Tax Paid?
Yes, still select the appropriate No Tax Paid category. Our office must have the state exemption letter on file to determine eligibility and follow state sales taxing authorities. Please note that not all states offer this exemption.
Treasurers / Auditors
What is the role of the Treasurer?
The primary role of the Treasurer is to safeguard the Region’s monies and assets. Treasurers play a vital role in protecting AYSO’s non-profit status.
Treasurers are responsible for acting within the scope of AYSO’s financial policies, procedures and guidelines. They are responsible for:
- Managing revenue and expenses.
- Providing timely financial reports to the Regional Board and the national Finance department.
- Coordinating the annual budget preparation with the help of the region’s board members.
- Overseeing player registration fee handling, payments.
- Abiding by good internal control procedures.
- Maintaining financial records for seven years.
- Coding deposits and expenses for accurate tax reporting.
- Submitting 1099 reports to Finance by January 10 each year.
- Maintaining a reserve of at least $5 per player, but not more that $12 per player to ensure financial stability of the Region.
Treasurers are required to take:
- AYSO’s Safe Haven
- CDC’s Concussion Awareness training
- Cardiac Arrest Awareness (where required)
- Treasurer job training
What is the Treasurer’s role in Registration?
The Treasurer or his/her trained representative, should employ a process, to reconcile the number of registrations received from the registration platform, with the funds deposited into the Regions’s bank account. National Player Registration Fees must be paid to the National Office within 30 days of invoice. Note: All players must be registered prior to the Region’s first scheduled practice day.
When should a financial audit be conducted?
An audit should be performed at least once per year. Select a period of time that is convenient such as after the fall season concludes or after the spring season concludes. It is also recommended to conduct an audit whenever there is a change in leadership (RC, AD, SD and or treasurer).
What is the role of an Auditor?
AYSO is a single nonprofit organization and certain financial standards must be followed to maintain this status. Extra care is taken because the assets and the liabilities of each Region belong to the entire organization. The Auditor cannot be a board voting member or a person related to the Regional Commissioner, Treasurer, Area Director or Section Director. If the Auditor worked previously as Treasurer, he/she cannot audit his/her own work.
The Auditor performs an annual “check-up” of the Region’s financial activities and reviews the Region’s Accounting Program report periodically. The Auditor must report to Section Director or National Office on any large unusual transactions. Auditors are responsible for:
- Performing an annual review of a Region, Area or Section finances.
- Review Profit and Loss Statement and Balance Sheet periodically.
- Report “Red Flags” of possible financial mismanagement to the Section Director and the Finance Department.
- Verify internal control procedures.
- Review cancelled checks and bank deposits.
- Review reconciliation of accounts.
Auditor Training includes:
- AYSO’s Safe Haven
- CDC’s Concussion Awareness Training
- Auditor job training
- Treasurer job training.
What is a Deferred Revenue account?
A deferred revenue account is an account used to track the balance of revenue collected which will be recognized in a future period. These accounts are used for registrations and other revenue that is collected prior to July 1 each year for use in a season subsequent to that date, eg. a fall season. This can be used for sponsorship revenue for a fall season that is also collected prior to July 1.
How do we verify the Sports Connect deposit is correct?
More information coming soon!