The Honor Society of Phi Kappa Phi

FAQ - Chapter Management

What is the best way to facilitate a smooth transition of chapter officers?

Chapters should hold an annual orientation meeting with outgoing and incoming officers. At this meeting, the chapter's annual planning calendar should be reviewed and updated; new officers should be told what is expected of them; and outgoing officers should provide new officers with all relevant material.

Must chapter officers be affiliated members of Phi Kappa Phi?

Per the Society Bylaws, all chapter officers are to be affiliated members. This means they have been elected and initiated, are affiliated with the local chapter, and have paid their local and national dues for the current year. Some chapters pay officers' annual dues in return for their volunteer service.

Can one person hold two elected positions?

There are no restrictions regarding a person serving in a dual role, say as a Chapter Secretary/Treasurer or Vice President/Public Relations Officer. However, it is strongly recommended that persons do not hold dual positions, and that chapters involve as many faculty and staff as possible in the governance of the chapter.

Can students serve as chapter officers?

The Society Bylaws currently allow for a chapter to appoint Student Vice Presidents. Students may also serve on chapter committees. Some chapters have even found it very helpful to elect a student slate of officers that "mirror" the chapter's faculty/staff officers. For example, a Student Secretary to assist the Chapter Secretary; a Student Treasurer to assist the Chapter Treasurer; a Student Public Relations Officer to assist the Chapter Public Relations Officer, and so on. Chapter Webmaster is another position filled by students in many chapters.

For what reports are chapter officers responsible?

Chapter officers are responsible for the following reports to Headquarters:

• Annual Report , due June 15.
• Chapter Officer List , due June 15.
• Initiation Reports should be, if possible, submitted three (3) weeks prior to initiation. If that is not possible, the reports must be submitted to Headquarters within 30 days of the ceremony and NEVER LATER than June 15.
• Chapter Financial Report , submitted 60 days after the close of the chapter's accounting period. The IRS mandated that chapters use the same fiscal year as Society Headquarters (July 1 - June 30). All financial reports are due to Society Headquarters no later than August 31.
• Chapter Bylaws. All chapters should submit a copy of their most current chapter bylaws to Headquarters. Chapter bylaws should reflect the changes made to the Society Bylaws in August 2007.
• Officers should submit copies of newsletters, newspaper articles of interest regarding activities of the local chapter, and/or any program materials to the Chapter Relations Department at Headquarters.

Is an annual audit or formal review of the chapter's finances required?

YES. An annual audit or formal review of the chapter's finances is required.

Does the chapter have to file a form with the Internal Revenue Service? If so, what is the form, and how can it be obtained?

All chapters with average gross receipts (for the last three years) in excess of $25,000 are required to file a Form 990 with the IRS. All chapters with gross receipts less than $25,000 are now required to complete Form 990N. These forms are available at the IRS Web site at http://www.irs.gov/. After submitting the IRS Report please e-mail or fax headquarters a copy of the confirmation of acceptance. You may e-mail Stephanie Ferguson or Lacee Lissard or fax to 225-388-4900.

Do I need an Employee Identification Number (EIN)?

Yes. All chapters are required by the IRS to have their own EIN. This EIN cannot be the same one the university uses.

How can my chapter get an Employee Identification Number?

• To apply for an Employee Identification Number (EIN), follow these steps:
• Complete Form SS-4. (The form is available at the IRS Web site at www.irs.gov.)
• Fax the form to the Internal Revenue Service. The IRS fax number is 901-546-3916.
• Your Employer Identification Number will be mailed within five to ten working days.
• Send a copy of the letter to the Accounting Department at Headquarters

How does a chapter enroll in the electronic deposit of funds option?

As a service to chapters, Headquarters can deposit chapter dues directly into chapters' bank accounts. If your chapter is interested in this service, complete the Authorization Agreement for Electronic Deposits form and submit to Society Headquarters. Chapters should notify the Accounting Department at Headquarters ( finance@phikappaphi.org ) of any changes to direct deposit information at least one month prior to the changes taking effect.