Officers Change Paperwork

a.)

Financial Report Cover Sheet: Please check "Chapter Financial Report" and indicate the year and Chapter in the blank.

b.)

Financial Report Cover Sheet: Please check "This is our yearly financial report" and if there has been a change in officers check " This is a change of officer financial report"

c.)

Financial Report Cover Sheet: Please read Statements A & B and initial each statement.

d.)

Financial Report: Complete both pages (I-14 & I-15) and the Chapter Director and Treasurer should sign page I-15

e.)

Bank Information and Staff Signatures: If there is a change in officers (Chapter Director, Assistant Chapter Director, Chapter Treasurer or the District Director) then the “Bank Information & Staff Signatures” form must be filled out.

Date should be the 1st of January or if there has been a change in officers during the year the date should be the 1st of the month that the new officer started. Be sure to fill out all of the information at the top of the form.

	(1)	Information should be the Chapter Director.
	(2)	Information should be the Assistant Chapter Director or if no assistant then the Chapter Educator can be the second signature.
	(3)	Information should be the Chapter Treasurer.
	(4)	Information should be that of the current District Director.

f.)

GWRRA Equipment List: Page I-34 is to be completed if there is a change in officers within the chapter. The out-going chapter director completes, signs and dates this form.

g.)

GWRRA Equipment List: Page I-35 is to be completed by all chapter directors. If there has been an officer change then the in-coming chapter director completes, signs and dates this page.

h.)

GWRRA Equipment List: IF NO EQUIPMENT IS OWNED BY THE CHAPTER THE FORM MUST BE MARKED "NONE" ACROSS THE INVENTOR SECTION, SIGNED AND DATED.

i.)

The IRS requires that the e-Postcard (Form 990-N) must be filed annually by all subordinates (Chapters, Districts, and Regions) of GWRRA whose gross receipts are $25,000 or less for the tax year. Your tax year must have ended before you can file an e-Postcard. It is absolutely necessary that the e-Postcard be filed with the IRS. Failure to do so can cause penalties and fines or even the loss of GWRRA’s not-for-profit status. It is the responsibility of the Officer to be sure this form is filed on-line by May 15 of each year. However, it may be filed by the Assistant Chapter Director or the Treasurer under the direction of the Chapter Director.

Once there, you will need to complete a three-step process:

1.	Register as a new user. If you have filed in the past, go to step 2. You will be assigned a login ID based on your EIN. The first login ID will be your EIN plus the number 01. You can have more than one login ID to allow others to access the site. Subsequent IDs will be 02, 03, and so on.
2.	Create the Form 990-N (e-Postcard)
3.	Submit your Form 990-N (e-Postcard)

j.)

Bank Signature Cards: Treasurer must get new bank signature cards to be signed by the new chapter officers and then send them to their Assistant District Director to have the District Directors signature put on them. District Director will return them to you once his/her information and signature is completed.

ON A SPECIAL NOTE: THE HOME OFFICE WOULD LIKE TO HAVE AN AMOUNT THAT THE CHAPTER SPENT ON CHARITIES DURING THE YEAR. PLEASE HAVE THE TREASURER ENTER THAT AMOUNT ON THE TOP RIGHT HAND CORNER OF THE FINANCIAL SHEET, AND MARK IT AS ”DONATIONS TO CHARITIES FOR THE YEAR”.

Instructions for Completing Officer Change Forms
Please type or use black ink for completing all Officer Change Forms and all Financial Forms.

	“Retiring Officer”:	If the officer is taking on another officer position, draw a line through the “Returning to Active Status”. On the “Title Line”: indicate what will be his/her new position. If the officer is not taking on another position, complete as indicated.
	“Chapter”:	Only use for chapter appointments. Do not list a chapter for a District officer’s position.
	“Exp. Date”:	Officer’s GWRRA membership must be current through the term in office. Since there is no tenure officers membership must be current through the consecutive years he/she is volunteering. In most cases that will be through December 31st of the year in which you take office presuming you are appointed on January 1^st. Otherwise, your term is one year from your date of appointment.
	“# of Recruits”:	Leave Blank.
	“Region”:	Please use Northeast.
	“Appointment Date”:	This is not the date that you are filling out the application. The appointment date is to be the same date found on the MOU and for new officers that should be January 1^st. If you are a new officer coming on board during the year the appointment date should always be the 1^st of the month.
	“Effective Date”:	That is the date the retiring officer is no longer serving in his/her position. Should always be the last day of the month.

Please read the “Oath of Office” and sign at the bottom acknowledging that you have read and understood the “Oath of Office”.

If there is a change in officers (Chapter Director, Assistant Chapter Director, Chapter Treasurer or the District Director) then the “Bank Information & Staff Signatures” form must be filled out.

Date should be the 1^st of January or if there has been a change in officers during the year the date should be the 1^st of the month that the new officer started. Be sure to fill out all of the information at the top of the form.

(1)	Information should be the Chapter Director.
(2)	Information should be the Assistant Chapter Director or if no assistant then the Chapter Educator can be the second signature.
(3)	Information should be the Chapter Treasurer.
(4)	Information should be that of the current District Director.

Part II of this form is to be completed when the office of Chapter Director or District Director is taking place.
	#10	Business location needs to be checked.
	#11a	Business Name: “Gold Wing Road Riders Association”
	#11b	Enter the Chapter’s Employer Identification Number
	#12	Enter out going Chapter Directors address with his/her name.
	#13	Enter name and new Chapter Directors address.
	#14	Leave blank.
Part III. Where the form asks to “sign here” be sure to sign on the lines on the right side of the form. Place the 1^st of January as the date unless the change takes place during the year then use the 1^st of the month that the offices are changing.

Financial Report Cover Sheet:	http://www.gwrra.org/oconnect/documents/I-33_Financial_Report_Cover_Sheet.pdf
Financial Report:	http://www.gwrra.org/oconnect/documents/FINANCIALREPORT.pdf
Bank Information & Staff Signatures:	http://www.gwrra.org/oconnect/documents/I-16_Bank_Info.pdf
GWRRA Equipment List:	http://www.gwrra.org/oconnect/documents/I-34_Equipment_List.pdf
e-Postcard Form 990-N:	http://epostcard.form990.org
Copy of Last Bank Statement for the Year
Bank Signature Cards (if there has been a change in officers)

Officer Change/Appointment Worksheet:	http://www.gwrra.org/oconnect/documents/I-1_Officer_Appt_Form.pdf
Officer Candidate Memorandum of Understanding (MOU):	http://www.gwrra.org/oconnect/documents/MOU.pdf
Oath of Office:	http://www.gwrra.org/oconnect/pdf/OGB_SectionA.pdf (This form is on page 4 of this web address)
Bank Information & Staff Signatures:	http://www.gwrra.org/oconnect/documents/I-16_Bank_Info.pdf
Change of Address (IRS 8822 Form):	http://www.irs.gov/pub/irs-pdf/f8822.pdf?portlet=3
Knowledge Evaluation:	http://www.gwrra.org/oconnect/documents/I-3_Knowledge_Eval.pdf

	Unless the change is taking place in the middle of the year then the date should be the 1^st day of January and the year.
	Probation period is 6 months from the date the MOU was made.
	Please complete the “officer Candidate” information on the second page. Print and sign your name.
	The “Appointing Officer” is the District Director for all offices.

	Place your name, chapter, district, region (northeast) and membership number in spaces provided.
	There are 28 multiple chose questions. Circle the letter that corresponds to the answer that you have selected. All of the answers will be found by thoroughly reviewing the Officers Guidebook. The officer’s guidebook can be found on the Internet at this web site: http://www.gwrra.org/oconnect/officerguidebook.html
	You can view each page on your computer or print the entire guidebook to keep for your use only.