All events must submit yearly financial reports to the National Treasurer and their RC. If you are not separately incorporated, the Treasurer will report this income on the Project's yearly form 990.

The Treasurer has to submit a tax form that totals up your various sources of income, each into one of these categories:
- Gifts, grants, and contributions received.
- Gross receipts from admissions, merchandise sold or services performed, or furnishing of facilities in any activity that is related to the organization's charitable, etc., purpose
- unrelated business activities
- other

Additionally, on a separate part of the form, the treasurer has to fit it all into THESE categories, which don't always match the above categories:
- Contributions, gifts, grants, and similar amounts received
- Program service revenue
- Special events and activities (includes "gaming")
- Other

Here, program revenue and special events do not always match gross receipts and unrelated business income above. So your financial report should be pretty detailed, not categorized (unless you use Quickbooks or Money, because their categories are pretty good).

At the end of the year you need to submit a financial summary (this was formerly known as the financial report) and copies of bank statements and receipts. This is mandatory for all events who are incorporated under us. Events who are separately incorporated must submit financial summaries but may (not must) submit copies of statements and receipts.

The easiest way to do the financial summary is to have a breakdown generated from a good accounting program, similar to the example here: http://groups.yahoo.com/group/paganpride-coords/files/ and click "ppla_2004_financial_report.xls"

Small events might just be able to send a list of each individual donation or other type of income and where it came from, and each expense, where it went, and for what. This is like the example from New Hampshire in 2005, which is here: http://groups.yahoo.com/group/paganpride-coords/message/14249

For your income from the day of the event, many of you lump everything (everything being raffle sales, silent auctions, t-shirt sales, soda sales, or other sales of a product, straight gifts or donations, etc.) in one cash box. But the treasurer needs to know the details of where the money came from, not just that it came from "the event". To keep track of what you sell, consider keeping an inventory of how many items you have before and after the event, and then figuring out how much was sold. Multiply that by the asking price, and that's what you took in for that item. The rest of what was in your case box was probably pure donations or raffle money or whatever you were collecting

The breakdown should include categories of income from your fundraisers. It doesn't help the treasurer to just list "Spring Faire fundraiser: $XXX.XX" coz the treasurer has to categorize the income into contributions, program income, or special events. A fundraiser could be any of the three, or a combination of all three.

This message has been about income, but the treasurer needs the same type of detailed explanation of expenses too, or line items of expenses so top determine which category they fall under: fundraising expenses, contributions paid out, professional fees, independent contractors, other (includes program services expenses, i.e. event expenses).