General Admin Resources:
Associations Inc Act 1985 SA.pdf
TAX STATUS OF THE IPPP:
The IPPP is a taxable, non-profit organisation.
See this detailed report, and the recommendations therein: Tax_status_of_the_IPPP.pdf
NON-PROFIT STATUS:
If you are a new treasurer, office bearer or employee involved in the administration of a non-profit organisation – such as a charity, club society or association – this package introduces you to the information and services we have to assist you in your role.
This package is also useful for existing non-profit administrators, as it contains an overview of non-profit tax issues and links to other sections of our website.
Introduction Package for non-profit administrators
GST registration – Tax basics for non-profit organisations:
The ABN for the IPPP is 48 849 365 328, and it is not registered for the GST.
What if your organisation is not registered for GST?
If your organisation is not registered and is not required to be registered for GST, it does not include GST in the price of its sales, and is not able to claim GST credits for the GST in the price of things it buys in carrying on its activities. (Reference: Tax basics for non-profit organisations). Businesses that are not registered for GST clain a deduction for the full cost of a business purchase, including any GST. (Reference: ATO “Record keeping for small business … here.)
If you are not registered for GST
If your business is not required to be registered for GST and you have chosen not to register, you:
- don’t collect GST on your sales or claim GST credits on your purchases. Your business issues normal invoices – it must not issue tax invoices. Normal invoices don’t include the words ‘tax invoice’ or indicate that the invoiced amount includes GST
- can claim the full cost of your business purchases (including any GST) as a tax deduction on your tax return.
If you receive an invoice for goods or services you have purchased from someone who is not registered or required to be registered for GST, it is not a tax invoice and you cannot claim a GST credit for the GST included in the price of those goods or services.
Remember to monitor your business’ turnover – if it appears likely to exceed the GST registration turnover threshold of $75,000 ($150,000 for non-profit organisations), you must register for GST within 21 days.
ABN – Australian Business Number:
INSTITUTE OF PRIVATE PRATISING PSYCHOLOGISTS INC. : 48 849 365 328
PSYCHOLOGY PRIVATE PTY LTD. : 73 060 937 699
TFN – Tax File Number:
INSTITUTE OF PRIVATE PRATISING PSYCHOLOGISTS INC. : See Authorised Persons for this information.
(Do not keep this number in an unsecured location).
Updating list of Authorised Contact Persons following AGM: ATO_Authorised_Person – Request Letter.doc
Current Authorised Persons (Office-holders): As at July 2013: Denise Keenan, Ed Zahra, Jill Scott.
Executive Committee Meetings:
- Meetings will be held every 2 months subsequent to the AGM.
- Meetings may be scheduled more frequently if the Executive Committee wishes this.
- A Profit and Loss report from the Treasurer will be tendered at each meeting.
- All relevant documentation (Agenda, Minutes, reports, other documents) will be emailed to Committee members no later than 24 hours prior to the scheduled meeting. Each Committee member is expected to bring their own documentation to the meetings.
Payments of accounts/invoices:
- All requests for payment must be made via an account that meets ATO requirements.
- The account must be sent in the first instance to the Secretary (see “Reimbursements” below).
- The Secretary will record the account as correspondence received and will present this as part of the Secretary’s report to the Executive Committee at the next meeting.
- The Secretary will forward the account to the Treasurer for payment
- If the payment due date is after the date of the next scheduled Executive Committee meeting, the Secretary will hold the account until it has been presented at this meeting and payment authorised. The authorisation will be recorded in the Minutes of meeting. The Minutes and the account will be forwarded to the Treasurer in a timely fashion following the meeting.
- If the payment due date is before the date of the next scheduled Executive Committee meeting, the Secretary will scan the account and send it via email to all Committee members seeking authorisation to have the account paid. Committee members will send a response (with a copy to all Committee members). The Treasurer will pay the account upon approval by either 2 Office Bearers (if the account is for reimbursement of an Office Bearer, this person cannot be one of the 2 approving payment) or 4 Committee members. The Secretary will hold the original account until after the Committee meeting and will then forward it, along with any other accounts, to the Treasurer. The Secretary will also tender the email as correspondence at the Committee meeting and the Minutes of meeting will note it (hence also noting the authorisation to pay).
- When an Executive Committee member requires reimbursement for money spent on behalf of the IPPP:
- The Committee member must generate an account that meets ATO requirements.
- The account must be accompanied by a receipt (preferably the original).
- Periodic expected payments
- The Executive Committee may authorise payment of such accounts at a Committee meeting.
- The authorisation will be recorded in the Minutes and must specify one of the following:
- A maximum total amount authorised and a specific time period during which the authorisation applies (e.g., for website work).
- A maximum amount per account and a maximum time frame to which the authorisation applies (e.g., for regular venue hire).
- Such payments still require an account that meets ATO requirements.
- The Treasurer may pay any such accounts pertaining to the specified period and up to the maximum amount specified.
Reimbursements:
Please completed this Reimbursement Form: IPPP_REIMBURSMENT_FORM.pdf and send it to the Secretary, along with the original Tax Invoice, in order to obtain your reimbursement for authorised expenses that you have personally incurred on behalf of the IPPP.
Processing Membership Applications:
The membership application form is to be publicly available on the IPPP website.
Applications received by the Secretary.
A quorum of the Executive Committee is to vote on accepting or declining of membership application.
Secretary to scan application & keep digital record.
Secretary to send a formal message (letter or email) advising the applicant of the outcome of the application.
Secretary to send copy to Webmaster to enter on the searchable database.
Webmaster to enter details into the website database & send new member the login credentials.
Newsletter Editor to include the new member in the Members’ Newsletter mailing list.
New Member fees are issued on a (monthly) pro-rata basis. To calculate the current monthly New Member fee, update the Member Renewal fee in this spreadsheet.
Membership Archive:
The IPPP should to maintain an annual list of members. This would best be achieved as part of the Treasurer’s duties.
- It should be included in the day to day accounts with respect to the record of IPPP income received from members, and from non-members.
- A separate Membership Register document should be generated prior to each AGM (and should include the commencement dates for each membership for that financial year).
- It should be stored in the Membership Archive section of the main Committee Page of the IPPP website.
Banking:
Cheque account:
More than one Exec Committee member may be authorised to sign, but only one is required to sign cheques. We need to provide minutes of the AGM advising us who is to be taken off and who has been elected on the the Exec Committee. New members, if they are not NAB customers, will be required to do 100 points identity check (with drivers license & medicare card etc) to be recognised by the bank.
(Information obtained on 11-4-2013 from Kerry Thorn, Branch Manager, North Adelaide National Australia Bank, 112A O’Connell St, North Adelaide SA 5006. Tel: 08 8219 0200 , Fax: 08 8239 0264.)
ADVERTISING IN IPPP NEWSLETTER:
Our newsletter is produced once or twice per month. The space for content is approximately 8cm wide.
The cost for advertising has recently been set at $30 per 5cm of length for members, and $50 per 5cm length for non-members … per edition. An invoice will be issued by the IPPP Treasurer. GST does not apply to IPPP sales.
The advertisement will be billed to the nearest 5cm of length.
The advertisement may include text and image content, as well as hyperlinks. If you have an email reply link, I can include a subject line that will indicate that the response came from this add (so long as the sender leaves the subject line unchanged).
Bookkeeping:
Record keeping/filing:
Gifts and other forms of recognition (as at 2012):
- Retiring members of the Executive Committee will be honoured with a small gift at the AGM as “bona fide compensation for services rendered”, in line with our Constitution and non-profit tax status.
- This will occur without the need for the matter to be discussed at an Executive Committee meeting. This will be organised by the President, or in the President’s absence, any of the other office bearers.
- Office bearers will receive a gift to the value of $50 (+GST).
- Committee members and co-opted members who have made significant contribution will receive a gift to the value of $25 (+GST)
- The maximum value should be reviewed every 3 years.
- Along similar lines, the Executive Committee may choose to recognise deceased IPPP members and others who have made a significant contribution to the psychology profession and/or the IPPP via a gift of flowers to the maximum value of $70 (+GST) plus delivery charges.
- This may only occur with the agreement of a minimum of 4 Committee members.
- This may occur via email. The email will be tendered as correspondence at the next Committee meeting and the Minutes of meeting will note it (hence also noting the authorisation to pay).
- The maximum value should be reviewed every 3 years.
- The Executive Committee may also vote to expend money in recognition of a person or body as appropriate.
