Quarterly Reports Requirements:

E-Club's Requirements for Quarterly Reports and Check Request

  1. As indicated below, reports must be submitted to E-Club Treasurer no later than the 10th day of the following month.
    MONTH QUARTER DUE DATE
    JANUARY TO MARCH 1ST 10 APRIL
    APRIL TO JUNE 2ND 10 JULY
    JULY TO SEPTEMBER 3RD 10 OCTOBER
    OCTOBER TO DECEMBER 4TH 10 JANUARY
  2. Reports must include all information requested on the Quarterly Report Form. These forms may be obtained by contacting any E-Club board member. The category "Itemized Expenses" should include any and all expenditures incurred during reporting quarter, regardless of whether money spent was obtained through individual club dues or through money allocated from the E-Club. Items will include money spent for equipment, rentals, entry fees, tax, awards, etc.
  3. Check requests must be submitted no later than five (5) days prior to "date required." They should be mailed to the appropriate Board Member (Director of Clubs and Hobbies or Director of Athletics) for proper signature and budget information, then forwarded to the treasurer. When the treasurer has reviewed information and issued check, the indicated individual will be contacted for pick-up.
  4. All check requests must be completed and contain required information and signatures. When a club is requesting money to purchase more than one item, each item must be listed, stating individual reason or request and amount. For those items that are reimbursements to clubs for purchases, receipts must accompany requests. Otherwise, a receipt(s) is required no later than 10 days after check is issued. These receipts will be used as "back-up" information on quarterly reports. Should any of these requirements not be fulfilled, it will be necessary for the E-Club to withhold funds from the individual club or activity until such time that requirement is met. For IRS purposes, it is necessary for the E-Club to maintain this information. It will also be helpful in preparing budgets from year to year. Your cooperation in complying with these regulations is greatly appreciated. If there are any questions or concerns, please feel free to contact your E-Club Representative.