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STATE DISASTER FUND CHAIR

DONATION FORM PROCEDURES

CONTRIBUTIONS TO THE DISASTER FUND

All checks are to be made payable to the ESA Disaster Fund and mailed to the State Disaster

Fund Chair. If the State Disaster Fund Chair receives a cash donation, it should be deposited,

and a personal check or money order made out to the IC Disaster Fund should then be

completed and sent to the IC Disaster Fund Chair. If there is no state council, contributions may

be mailed directly to the IC Disaster Fund Chair.

The duties of the State Disaster Fund Chair are two-fold:

I. Promote the ESA International Council Disaster Fund and remind members that no one

knows when they may need financial assistance. Disaster Fund proceeds cannot be

administered without donations.

II. Receive and process Disaster Fund donations from the membership and send them to

the ESA International Council Disaster Fund Chair.

I. DONATIONS

A. Promotion: The State Chair is to promote the Disaster Fund within their state,

reminding members that it can never be anticipated when disaster money may

be needed. Disaster Fund promotions include special projects such as games of

chance at state meetings, Memorial or Honorarium donations, contributions in

lieu of Christmas, Birthday, Secret Pal gifts, etc.

B. Chapter and Individual Donations: All checks are to be made payable to the

ESA Disaster Fund and mailed to the State Disaster Fund Chair. If the State

Disaster Fund Chair receives a cash donation, it should be deposited, and a

personal check or money order made out to the ESA Disaster Fund should then

be completed and sent to the IC Disaster Fund Chair. If there is no state council,

contributions may be mailed directly to the IC Disaster Fund Chair.

C. State Record Keeping: Donations are to be recorded as the State Disaster

Fund Chair receives them. The State Disaster Fund Chair may set up

books/records to fit their needs for accurate, efficient reporting to the IC Disaster

Fund Chair that will include the following:

1. Preparation of Disaster Fund Report and transfer of funds to the IC Disaster

Fund Chair monthly.

2. The annual period to be covered is June 1 through May 31. An annual

award will be given at IC Convention to the state that contributes the most

dollars from June 1 through May 31. (See the section on Awards.)

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State Disaster Fund Chair Donation Form Procedures

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i. This timeline is NOT the same as the International Council ESA year

which is August 1 to July 31.

ii. The ESA International Council Disaster Fund Chair will receive donations

submitted after May 31 however, the monies will be deposited and count

as donations for the following year.

II. DONATION FORM COMPLETION

A. IMPORTANT: Complete a Donation Form with the State Council name, Report #

1, the next report is #2, etc. and then list all chapters in the state including the

chapter name and chapter number.

B. Once a month, if donations are received, complete the Report Form. Simply

record the donations on the lines for each chapter. If an individual donates,

record that information after the list of chapters. If no donations are received

during a month, no report is required.

1. Completion of the Report Form provides a reference as to whether a

chapter has donated as well as allows an accumulation of a chapter’s total

when more than one donation is submitted during the year.

2. The Donation Report Form is created in Excel, therefore, it is not necessary

to insert a dollar sign for each donation.

3. The form should automatically calculate the total amount donated.

C. Make sure the first report that is completed says Report #1.

1. From the list created in Step A, find the name of the chapter that donated

and enter the check number.

2. Next, enter the donation amount in the Amount Contributed This Report

column.

3. Enter 0 (zero) in this column for chapters that did not donate for this report.

D. For the next monthly report, begin by using Report #1 and save it as Report #2.

1. In the Report # space, change the Report # from 1 to 2.

2. All of the previous donations are listed, so now copy that amount to the

Amt Contributed Previously This Yr column.

3. Enter 0 (zero) in this column for all chapters that have not previously made

a donation for this report.

4. Next, delete the numbers from the Check # column.

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State Disaster Fund Chair Donation Form Procedures

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5. Now find the name of the chapters that donated for this report and enter the

amount in the Amount Contributed This Report column.

6. If a chapter has previously donated, enter only the amount they donated

this month in this column.

E. Subsequent reports should state the applicable Report #. Follow Step D to

keep the existing information from one report to another.

1. In the Report # space, change the Report # to the applicable #.

2. All of the previous donations are listed. Copy any amounts that have not

previously donated (it will say $ - in this column if they have not donated) to

the Amt Contributed Previously This Yr column.

3. If a chapter has previously donated (there will be an amount listed in both

Amount columns), follow these steps:

a. Find the chapter that has an amount listed in the Amt

Contributed Previously This Yr column.

b. In the box where the previous amount is listed, type the following

information: equal sign, amount previously donated, plus sign,

amount currently donated. See below for an example.

c. For example: a chapter donates $50 in the first report and $50 in

the second report =50+50. The Report Form would then

automatically calculate $100 as a total previous contribution.

d. If a chapter donates multiple times, simply add another plus sign

and the amount.

III. DISASTER FUND REPORT AND TRANSFER OF FUNDS TO THE ESA IC

DISASTER FUND CHAIR

A. Once a month, if donations are received, complete the Report Form, and

submit one copy of the Report Form to your State President, keep one for your

files, and forward one copy to the IC Disaster Fund Chair along with donations

received.

IMPORTANT: To abide by law, do not make copies of any checks. US Bank is the

holder of the ESA International Council Disaster Fund. When the checks are

deposited by the ESA International Council Disaster Fund Chair, US Bank will

retain copies of checks should there be an issue. You could unwillingly commit a

crime and face penalties or criminal consequences.