Federation and club charter forms updated: Attend chartering webinar

For educators and county support staff

State fair takes center stage in August, but September will soon be here and along with it, an exciting new 4-H year. As you look forward to the new 4-H year, it's a good time to review the charter process for federations/councils and clubs. This is an important topic to add to leader training sessions.

The forms have been updated and are ready to share with 4-H clubs. They are posted on the YD Intranet, and the club forms have also been posted to the leading a 4-H club page.

• Federation/council charter
• Club charter form (YD Intranet)
• Club charter form (leading a club)

Plan to join charter training on Sept. 10 from 1 to 2:30 p.m. This is a great opportunity to ensure that you understand your role in the chartering process - for both club and federation/council charters - and to get your questions answered!

Contact your 4-H program operations specialist if you have questions about the charter process.

Pat Morreim
Program manager, 4-H operations

Correction: Cumulative funds amount needed when providing IRS W-9 tax form

For educators and county support staff

4-H members who receive funds from 4-H totaling $2000 or more cumulatively (not $600 as stated in last week’s article), in a calendar year need to receive an IRS 1099-MISC form in January of 2027. Payments made to 4-H'ers that must be included in the cumulative total include ribbon auction payments, monetary awards and gift cards, fair premiums, and scholarships.

The information needed for the 1099-MISC form is captured on the IRS W-9 form and county fair is the best time to gather this information from 4-H members so it is on file in your office. A best practice is to gather the information even if some 4-H members do not reach the $2000 threshold in profit. This prevents trying to gather this information at the last minute before the 1099-MISC is submitted to the IRS in January.

Additional information you need to know:

• The IRS W-9 form collects the 4-H member’s legal name, address and SSN which will be needed to complete the IRS 1099-MISC.
• Check each W-9 to confirm the following:
• Writing is legible - name and address are clearly written.
• Verify the Social Security number is entered.
• Verify that the form is signed by the person whose name is listed at the top.
• To ensure the W-9 is always accurate and up to date, use one of the following methods:
• 4-H members complete a new W-9 form each year and any old copies on file in your office are destroyed.
• W-9’s are reviewed by the member every year to ensure all information on the form is accurate and up to date.
• Forms must be kept secure in a locked file and destroyed once a new or updated W-9 has been completed, or when the 4-H member leaves 4-H. 
• 1099s are now filed centrally. You will be asked to provide a digital copy of the W-9 for each youth needing a 1099-MISC. A best practice would be to save a digital copy of the completed W-9 individually, by youth name.

If you have questions about the W-9 form or 1099-MISC process, contact your program operations specialist.

Pat Morreim

Program manager, 4-H operations

4-H members should complete/update the IRS W-9 tax form if needed

For educators and county support staff

4-H members who receive funds from 4-H totaling $600 or more, cumulatively, in a calendar year need to receive an IRS 1099-MISC form in January of 2025. Payments made to 4-H'ers that must be included in the cumulative total include ribbon auction payments, monetary awards and gift cards, fair premiums, and scholarships.      

The information needed for the 1099-MISC form is captured on the IRS W-9 form and county fair is the best time to gather this information from 4-H members so it is on file in your office. A best practice is to gather the information even if some 4-H members do not reach the $600 threshold in profit. This prevents trying to gather this information at the last minute before the 1099-MISC is submitted to the IRS in January.

Additional information you need to know:

• The IRS W-9 form collects the 4-H member’s legal name, address and SSN which will be needed to complete the IRS 1099-MISC.
• Check each W-9 to confirm the following:
• Writing is legible - name and address are clearly written.
• Verify the Social Security number is entered.
• Verify that the form is signed by the person whose name is listed at the top.
• To ensure the W-9 is always accurate and up to date, use one of the following methods:
• 4-H members complete a new W-9 form each year and any old copies on file in your office are destroyed.
• W-9’s are reviewed by the member every year to ensure all information on the form is accurate and up to date.
• Forms must be kept secure in a locked file and destroyed once a new or updated W-9 has been completed, or when the 4-H member leaves 4-H. 
• 1099s are now filed centrally. You will be asked to provide a digital copy of the W-9 for each youth needing a 1099-MISC. A best practice would be to save a digital copy of the completed W-9 individually, by youth name.

If you have questions about the W-9 form or 1099-MISC process, contact your program operations specialist.

Pat Morreim

Program manager, 4-H operations

Acknowledge cash and non-cash donations

For everyone

Donations to local 4-H programs often increase in the summer months. As a non-profit 501(c)(3) organization under group exemption number 5939, local 4-H programs, clubs and federations/councils receive cash and non-cash donations/contributions throughout the 4-H year. Donors giving cash donations of $250 or more, cumulative over the calendar year, must receive a written acknowledgment of the gift.

Written acknowledgements must include:

• The name of the organization receiving the contribution.
• The date of the contribution.
• The amount of the contribution.
• The website of the tax management office for verification of tax exempt status.
• A signature of the person accepting the donation (staff or volunteer).

Use the info sheet on acknowledgement of charitable donations for specific examples of acknowledgements that can be used. This also includes information on how to acknowledge non-cash and auction donations.

Best practices to consider:

• Though not required, it is important to acknowledge all donations/contributions, regardless of amount.
• Include the donation/contribution acknowledgement along with the thank you, so it is completed in one step.
• Since cash donations are cumulative, it might save you time to acknowledge each donation when it is received. Doing this will ensure that those giving over $250 during the year are not missed.

Questions? Work with the 4-H program operations specialist in your region.

Pat Morreim
Program manager, 4-H operations

Handling money at 4-H food stands

For educators and county support staff

Many 4-H programs across Minnesota operate food stands at county fairs. Make sure you have best practices in place when handling all funds that are taken in at county fairs or other venues where 4-H food stands may be used.

Involve the youth in your county—let them participate with and learn from parents and adults handling funds in the food stand. Use our financial best practices so it becomes a learning experience for them.

The following resources are all found on the public website under financial practices and are easy for volunteers to access:

• Handling income at a fundraiser - This is a great guide to follow to ensure that money collected is counted and recorded appropriately on the fundraising income transaction form.
• Fundraising income transaction form
• Receiving and depositing money
• Setting up a cash box and start up cash

Ensure all volunteers (youth and adults) have a positive learning experience in handling money generated through food stands.

Pat Morreim
Program manager, 4-H operations

Special activities insurance

For everyone 

Take time to become familiar with the AIL insurance section of the YD Intranet. It is important to understand how the 4-H insurance policy works. Note particularly the information related to special activities insurance. With all the activities that happen in the summer, it's important to understand how regular and special activities insurance works, and how you access the information you need.

If you have questions related to insurance, talk with your regional 4-H program operations specialist.

Pat Morreim
Program manager, 4-H operations

Ensure Cloverbud programs are safe and age appropriate

For educators and county support staff

The 4-H Cloverbud program supports the positive development of 4-H members in grades K - 2 as they explore their world, discover possibilities, and practice basic social skills.  

This age group requires policies and rules that are different from those for older 4-H members. One of the main concerns is ensuring safety in the program and activities that are provided.  This requires advanced planning using the risk management planning tool as a guide.

Also become familiar with the resource titled Cloverbud information sheet for parents, guardians and mentors that includes the following:

• Planning age appropriate types of programming.
• Ensuring safety measures are in place for all activities.
• Understanding the rules for Cloverbud participation across all types of programs.

Ensure both the risk management planning tool and the Cloverbud information sheet are available and provided to volunteers, parents, guardians and mentors planning activities for this age group. Utilizing these resources will help ensure that all Cloverbud programs are safe, developmentally age appropriate and fun for all participants.

If you have questions about risk management when planning Cloverbud programs, work with your educator in operations. 

Pat Morreim
Program manager, 4-H operations

Annual American Income Life (AIL) policy renewal

For educators

County 4-H programs are required to purchase blanket accident insurance for all 4-H members and MN 4-H Volunteers through AIL.  

The letter from AIL containing the renewal form was sent to all counties in May.  If your county did not receive a form or there is another reason that you have not yet renewed, please contact me. The renewal process must be completed and the check along with the renewal form should been mailed to AIL by the due date on May 31!  If you have not yet completed this process please do so this immediately. The form needs to be completed using the county’s actual 4-H member enrollment and Minnesota 4-H Volunteer numbers enrolled by May 15.  For more information, refer to insurance, in risk management.  

Please contact me if you have questions. 

Pat Morreim
Program manager, 4-H operations

Provide Minnesota 4-H volunteers and summer staff with up-to-date emergency contact cards

For educators, county and regional support staff, and campus staff

Summer activities are just around the corner. Remember to check the emergency contact cards to ensure contact names and phone numbers are up to date. 

Make sure that all Minnesota 4-H volunteers and summer staff receive the emergency contact card so they have the current contact information and the process to follow, should an emergency occur. 

Questions, contact the 4-H Program Operations Specialist in your region.

Pat Morreim
Program manager, 4-H operations

Clover® POS annual requirement: Payment card manager security awareness training

For local educators and county support staff

To strengthen our data security practices and ensure full compliance with University of Minnesota policy, all staff, volunteers, and 4-H youth (16+) who handle payment card information are required to complete the payment card manager security awareness training.

Clover POS compliance for staff

• Must complete online training through the University of Minnesota Training Hub. 
• Select course catalog.
• Search for "payment card manager security awareness training".
• This is a 30‑minute, self‑paced course.
• Complete training as soon as possible.
• After completion, you will receive an email confirmation with your certificate. Please forward this certificate to Judy Leibfried for tracking.
• Staff need to complete the training through the training hub, not the volunteer link, so training completion is recorded on your University of Minnesota HR record.
• The Minnesota 4‑H Credit Card Authorization form must be signed annually and kept in the county office.

Clover POS compliance for 4‑H volunteers and youth (ages 16+)

• Complete online training through Qualtrics.
• This is a 20-minute training.
• Complete the survey at the end of the training video. This sends Judy Leibfried an email; she will record volunteer and youth completion.
• The Minnesota 4‑H Credit Card Authorization form must be signed annually and kept in the county office.

Procedure prior to the event where Clover® will be used

• Check the spreadsheet Judy Leibfried shared with you to confirm the training has been completed.
• Verify a current signed authorization form is on file.

If requirements are not met, the individual may not accept Clover payments.

Darcy Cole, Lori Hall, and Michelle Anderson
4-H program operations specialists

Bi-annual checks due to 4-H program operations specialists

For local educators and county support staff

To help ensure federation/council finances are accurate and on track, 4-H program operations specialists will complete two financial checks a year for each county. Educators: please ensure that the information below is provided to your 4-H program operations specialist by April 30.

Bi-annual check schedule:

• First check: Covers the months of October-March. Once you have reconciled your March bank statement(s), send your 4-H program operations specialist the following by April 30.
• If using QuickBooks desktop and entering data locally: QuickBooks backup file and March bank statement(s).
• If using QuickBooks online and entering data locally: March bank statement(s).
• If using centralized data entry service: Email your March statement(s) that have been reconciled.
• Second check: Covers April-September – to be turned into your 4-H program operations specialist by Nov. 15. Watch for details regarding this second check in later YD Weekly articles.

If you have questions about the financial checks, contact your 4-H program operations specialist.

Pat Morreim

Program manager, 4-H operations

Annual American Income Life (AIL) policy renewal

For educators and county support staff

County 4-H programs are required to purchase blanket accident insurance for all 4-H members and Minnesota 4-H volunteers through AIL.  

In late April/early May, AIL will send the renewal form directly to each local Extension educator’s email address. It needs to be completed after May 15 using the county’s actual 4-H member enrollment and Minnesota 4-H volunteer numbers at the time of renewal.  

Completed renewal forms along with payment are due to AIL no later than May 31. For more information, refer to insurance, in risk management.

Pat Morreim
Program manager, 4-H operations

Mid-year financial materials due to 4-H program operations specialist April 30

For educators and county support staff

To help ensure federation/council finances are accurate and on track throughout the year, program operations specialists will complete two financial checks a year for each county.

Mid-year check schedule:

• The first check is Due April 30 which covers October to March.  Let your program operations specialist know when your March bank statement has been reconciled and all statements for the first half of the year have been uploaded to QuickBooks.
• Second check is due November 15, which covers April to September. Watch for details in the fall.

If you have questions about the financial checks, contact your 4-H program operations specialists.

Pat Morreim

Program manager, 4-H operations

Plan ahead and obtain a license for summer food stands

For educators and county support staff

County fairs are still a few months away, but food stand volunteers and committees are already planning for this major event. Ensure that youth and volunteers have access to current resources regarding serving food to the public.  Remember to obtain the food license, ensure food managers are trained and the health and safety information provided on the Department of Health website for a special event food stand is utilized.

• Check out this information found in risk management - food safety, training and licensing
• Check the Department of Health website and the information found there for special event food stands. This provides information and links for additional resources including licensing jurisdiction and a special event food stand checklist.
• Apply for and obtain a food license, needed before opening and operating a food stand.  In some counties food licensing is handled by the county Department of Health and in others though the Minnesota State Department of Health.
• Use the RSS Work Request Form to obtain the signature needed on the food license application.  
• Ensure that all food managers take the online video training, Cooking for a Crowd.

Questions? Contact the Extension educator in operations in your region.

Pat Morreim

Program manager, 4-H operations

Verify and collect W-9 forms now

For local educators and county support staff

4-H members and businesses who receive funds from 4-H totaling $600 or more, cumulatively, in a calendar year need to receive an IRS 1099-MISC and/or 1099-NEC form in January, 2026. Payments in the cumulative total include ribbon auction payments, monetary awards and gift cards, fair premiums, college scholarships paid directly to youth, and services provided by contractors or individuals (including judges, clinicians, repairs, etc.). The information needed to centrally file the 1099-MISC and/or 1099-NEC form (legal name, address and SSN) is captured on the IRS W-9 form. A W-9 form must be collected before a 1099 is issued.

Local action needed no later than Dec. 15:

1. Counties will determine who needs to receive a 1099-NEC and/or 1099-MISC. See instructions on how to generate this QuickBooks report.
2. Collect and verify W-9 forms for each individual/business in the report (see exceptions list in the help guide).
3. New in 2025 - You do not need to add 1099 information to your county spreadsheet; this will be done centrally.

W-9 information

• To ensure the W-9 is always accurate and up to date, use one of the following collection methods:
• Complete a new W-9 form each year and shred any old copies.
• Use copies from previous years. Local 4-H staff must verify annually that the addresses on forms match 4-H Online. If they don't, a new form is needed with the correct name/current address.
• Review each W-9 to confirm the following:
• Writing is legible - name and address are clearly written.
• A Social Security number is provided.
• The form is completed for the person who received the funds rather than a parent of the youth the money was given to.
• The form is signed by the person whose name is listed at the top.
• Securely store forms in a locked file and destroy once a new or updated W-9 has been completed, or when the member leaves 4-H.
• Electronically save all W-9 forms individually with a file name of Last name, First name. Upload all electronically saved W-9 forms into your county’s Google W-9 folder (see column F of the county Google folder listing).

If you have questions about the W-9 form or 1099-MISC process, or anticipate paying any eligible expenses between Dec. 15 and Dec. 31, contact Judy Leibfried.

Pat Morreim

Program manager, 4-H operations

Federation/council charter renewal: Past due

For educators and county support staff

The complete federation/council renewal process is now past due

All sections of the charter renewal should now be uploaded to the county Google folder. This includes:

• The financial summary
• All sections of the charter renewal document
• Bank statements and reconciliations
• The financial review
• A backup copy of the county QuickBooks file
• The equipment inventory
• The proposed 2025-2026 budget

Follow the directions on the federation/council charter renewal document to ensure all parts of the charter are complete. Send me a message when these items are all uploaded into your county Google folder.

Direct your questions to the 4-H program operations specialist in your region throughout this process. Thank you for completing your work with the federation/council charter renewal process!

Pat Morreim
Program manager, 4-H operations

Time to clean up Clover dashboard

For educators and county support staff

For counties who have a Clover credit card account, annual authorizations are required for staff, youth and adult volunteers who will accept payments.  The annual cycle runs from Oct. 1 through Sept. 30 (the 4-H fiscal year). Since we are beginning a new fiscal year, your Clover dashboard needs to be cleaned up.

Authorized users from 2024-2025 need to be removed since their authorizations and training have now expired.

Log in to your Clover account dashboard and under the employee section, remove all youth and adult volunteers who previously had access to your account. Staff should complete an authorization for the new year along with updating their training. Links for both of these requirements can be found on the YD Intranet. These should be completed immediately so staff can stay active on your Clover dashboard.

Youth and adult volunteers can begin the process for becoming authorized users for the new year at any time (the sooner the better). As they complete their training and authorization forms, you can add them back into your Clover account for 2025-2026.

If you have any questions, please contact Judy Leibfried.

Pat Morreim
Program manager, 4-H operations

Time to clean up Clover dashboard

For educators and county support staff

For counties who have a Clover credit card account, annual authorizations are required for staff, youth and adult volunteers who will accept payments.  The annual cycle runs from Oct. 1 through Sept. 30 (the 4-H fiscal year). Since we are beginning a new fiscal year, your Clover dashboard needs to be cleaned up.

Authorized users from 2024-2025 need to be removed since their authorizations and training have now expired.

Log in to your Clover account dashboard and under the employee section, remove all youth and adult volunteers who previously had access to your account. Staff should complete an authorization for the new year along with updating their training. Links for both of these requirements can be found on the YD Intranet. These should be completed immediately so staff can stay active on your Clover dashboard.

Youth and adult volunteers can begin the process for becoming authorized users for the new year at any time (the sooner the better). As they complete their training and authorization forms, you can add them back into your Clover account for 2025-2026.

If you have any questions, please contact Judy Leibfried.

Pat Morreim
Program manager, 4-H operations

Complete the charter renewal process for clubs and federations/councils

For educators and county support staff

Club charters

• Annually, all 4-H clubs must submit a charter application to the educator by Oct. 31 to keep their status and benefits.
• The updated 2025-2026 4-H club charter documents are available on the leading a 4-H club page and ready for you to share with 4-H clubs.
• For more information on the club charter process, review 4-H club chartering staff roles and responsibilities.

Federation/council charters

• All 4-H federations/councils must submit the 2025-2026 charter application by Nov. 15. 
• 4-H federation/council charter documents are available on the YD chartering, pausing and dissolution page. Please make sure to use the current year’s charter materials.

More information

• View the recording of the chartering webinar now available online. 
• Direct your questions related to club and federation/council chartering to the 4-H program operations specialist in your region.

Thank you for your work with the club and federation/council charter renewal process!

Pat Morreim
Program manager, 4-H operations

Use current chart of accounts/class list

For educators and county support staff

The new 4-H year has started. Ensure you are using the current version of the chart of accounts and class list for the 4-H year. Updates are in red. Work with your county financial team to ensure they have access to this important document.

Contact your program operations specialist if you have questions.

Pat Morreim

Program manager, 4-H operations