[CED/CD/EAT] Fwd: 1099's

Fri Oct 27 09:33:40 MST 2017

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From: Ops Mgr <arizona.4hfoundation at gmail.com<mailto:arizona.4hfoundation at gmail.com>>
Date: October 27, 2017 at 9:27:44 AM MST
To: "Zamudio, Amanda - (azamudio)" <azamudio at email.arizona.edu<mailto:azamudio at email.arizona.edu>>, golson at email.arizona.edu<mailto:golson at email.arizona.edu>,  "Hauser, Michael W - (mhauser)" <mhauser at ag.arizona.edu<mailto:mhauser at ag.arizona.edu>>,  "Schalau, Jeff W - (jschalau)" <jschalau at ag.arizona.edu<mailto:jschalau at ag.arizona.edu>>,  "Vasovski, Shirley - (vasovski)" <vasovski at email.arizona.edu<mailto:vasovski at email.arizona.edu>>, Wendy West <greenandyellowdeere at gmail.com<mailto:greenandyellowdeere at gmail.com>>,  ddixon at ag.arizona.edu<mailto:ddixon at ag.arizona.edu>
Cc: Malisa Grantham <malisag at email.arizona.edu<mailto:malisag at email.arizona.edu>>,  "Silvertooth, Jeffrey C - (silverto)" <Silver at ag.arizona.edu<mailto:Silver at ag.arizona.edu>>, Jimmy Wojcik <jjwojcik69 at gmail.com<mailto:jjwojcik69 at gmail.com>>,  Juanita Waits <jwaits at cals.arizona.edu<mailto:jwaits at cals.arizona.edu>>,  "Norquest, Jan L - (norquest)" <norquest at email.arizona.edu<mailto:norquest at email.arizona.edu>>
Subject: 1099's

On behalf of the AZ 4-H Youth Foundation I want to apologize to Shirley for causing her sleepless nights and thank her for helping us noodle this whole issue out about the EIN issues for members in Yavapai county, With her help we traced back through all the documents and found that sometime between November 14 when Yavapai County saved their file and Jan 25 when our file was sent to Yearli, the column of TINs was reordered.  So all the numbers were there but assigned to the wrong member, but only for Yavapai County  THANK YOU SHIRLEY!

This brings us an issue, the board has been talking about for  a while.  We need your input.

This year when we will be going to the online/web based version of Yearli, The 4-H Foundation has purchased a one year license to run the 1099's
We have two options:  One is to have the one license and either take your information on a thumb drive and put all the records into one file, thereby saving a bit on each child's record (about $2.39)  or putting in 5 sub accounts and each county would submit their file online and  the cost would be based on the number of files each county has approximately $3.76 per entry (Cochise would be less because they have more .  With that system if there are errors (and there will be errors) the information would go back to you,not to our office.  You(or your committee) have all the records.  You can check them all. And, of course, the fewer people who handle the data, the fewer problems there are.  This year the Foundations' cost of this will be about $1200.  Considering our costs last year in personnel and postage, not a bad rate.  Yearli would be responsible for mailing all forms and filing with the IRS.

For future years,  we have found that the new version of Quick Books Online (currently available from Tech Soup for $50 flat fee) would allow a non profit to do all the transactions for the fair and prepare the 1099's through one program.  We cannot use our QBO because the money is not ours.  Jimmy is in conversation with a potential donor who we may be asking for support to help make this happen.

Again, on behalf of the Foundation, our apologies and thanks.

We will be sending out the "b" notices to the other members with problems next week.  I wanted you to know about them if there are any questions.

Julie Adamcin
Treasurer
Arizona 4-H Youth Foundation
301 Forbes Bldg, University of Arizona
PO Box 210036
Tucson, AZ 85721-0036
(Office)  520-621-7211
(Cell)       520-909-4554
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