Dear Base Treasurers:

The time has come for year-end Base financial reports. These reports are needed to compile the federal tax return for USSVI. Since we now have 120 Bases, the task of gathering and compiling the data has grown substantially.

I have developed an excel spreadsheet to help you complete your Base’s year-end financial report. This spreadsheet has the math functions already added so all you have to do is add your data.

The following is a brief overview of the spreadsheet:

• Complete all the sections highlighted in yellow.
 
• Be sure to complete the top boxes with Base name, Treasurer, Treasurer’s Telephone #, and Treasurer’s email address. If the treasurer doesn’t have email, then use the POC.
 
• Your beginning cash balances should agree to your ending balances from the last report. If you need a copy of last year’s report, email me.
 
• The first major section, after the beginning balance section, is the Receipts section. All of the receipts categories are pretty straight-forward. If you have items of income that don’t fit the categories on the spreadsheet, write "See Email Attachment" on the second line of the Other Receipts section. Send me an email with a description of the income items you couldn’t put into any of the other lines. You can put the total beside "See Email Attachment" to make your receipts numbers reconcile. (Do the same for expenses you can’t categorize. Put the same description on the last line under Other Base Expenses.)
 
• Email the completed spreadsheet by January 22, 2005 to jjaques@bellsouth.net or you fax them to (615) 848-1693. The mail address is:

Jon D. Jaques, CPA
USSVI-NT
752 S Church St
Murfreesboro, TN 37130

You are welcome to email or call me at (615) 893-7800 CST with any questions concerning your year-end report.

The chart of accounts (below) is what we use in the Volunteer Base to help make the year-end report easier. For every deposit we identify the spreadsheet line item as we go, making the year-end report as simple as adding up each category code.