Registration open for S&T workshop!
The next S&T workshop is scheduled for June 19-21 in Independence, Ohio, at SMART-TD headquarters. Lodging is available at Embassy Suites Cleveland Rockside, 5800 Rockside Woods Blvd., N., 44131 for a special corporate rate of $129/night plus tax. The hotel is just north of SMART-TD headquarters and 15 minutes from CLE airport.
Follow this link to book lodging or call 216-986-9900 and give code 0003121494.
Registration deadline is noon, June 12, 2023.
Taking steps to avoid variances
A common occurrence is for periodic billed amount changes to happen for members. These changes can snowball into major headaches for a Local’s finances later called variances if not addressed ASAP. Here’s a step-by-step guide on what to do.
1. TD Connect alerts you to billed changes. Continually keep an eye out for “Member Billed Changes” in TD Connect.
2. Make sure to acknowledge the change in TD Connect.
3. Update the carrier payroll with the new billing changes.
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Be sure to be on time with these billing changes when you update them. Otherwise, they morph into variances!
See this memo for a few more details!
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Do you have variances for inactive members and aren’t sure how to remove them?* There’s a way to request these to be written off. A link to the form is available in the Local Toolbox under the “TD Connect & eBill Resources” header.
Every effort must be made to refund/collect money to/from members prior to making a write-off request via the form. Please have the Local Board of Trustees review and agree to the requests prior to submitting..
* Special note: A write-off request can now be made within 60 days of a member becoming inactive.
On the record: Running productive Local meetings and keeping track of minutes
The Local Secretary ls tasked with the job of tracking what happens at the Local’s monthly meeting and the minutes serve as the official record of all the Local’s business. A knowledge of this and of parliamentary procedure helps to get things done.
- A guide to Local meeting basics (PDF)
- A guide to Local meeting minutes (PDF)
- Template for Local meeting minutes (PDF)
- Example of meeting minutes (PDF)
As always, there’s a wealth of resources in the Local Toolbox under the “Guidance for the New S&T” heading.
The quickest way to get reports to the IRS
Rather than going through the hassle of downloading a PDF, printing it out and mailing it in, necessary forms can now be submitted electronically through an AUTHORIZED IRS e-filing provider.
Tax Bandits is one such example of an online-only service endorsed by the SMART-TD Field Support Department. The advantage is that many quarterly and annual reports such as Forms 941, 941x, 940, 944, 990, 990EZ and 8868 can be submitted, saving some time for Local S&Ts. The cost for filing forms starts at $3.99, comparable to the cost of certified mail through the USPS.
Electronically filing these forms does add a couple of layers to the process. Once a local treasurer sets up an e-filing account, the credentials for the account (user name and login password) becomes one of the pieces of information that must carry over during local leadership transitions as these documents need to be retained.
A second step is that once the form is filed and accepted, a copy of the acceptance letter needs to be sent along to the union via email. The documents should be sent via email to SMART-TD’s Local Support Department at localreports@group.smart-union.org
Important dates
Before April 30 —
• Upload WinStabs backup data to TD Connect. [More info]
• OE-1a report due. [More info]
• Quarterly Form 940 (FUTA) taxes must be deposited (FICA only) via EFTPS. [More info]
• Quarterly Form 941 taxes due via EFTPS. [More info]
• Quarterly Form 944 due (if notified by IRS) via EFTPS. [More info]
By May 15 —
• CT-1 taxes [More info] and 941 taxes due. [More info]
• Form 990, 990EZ or 990-N due. [More info]
By May 20 — Monthly eBill due to TD.
By June 15 — CT-1 taxes [More info] and 941 taxes due. [More info]
By June 20 — Monthly eBill due to TD.
By July 15 — CT-1 taxes [More info] and 941 taxes due. [More info]
By July 20 — Monthly eBill due to TD.
It is recommended to E-file quarterly/annual returns for 940, 941, 941x, 944, 990, 990EZ & 8868 forms online using the E-file process. This ensures that the correct versions of forms are always used, prevents unnecessary consequences when returns are lost by the USPS or IRS, and ensures that forms are accepted by the IRS. It minimizes the hassle of filing tax returns significantly!
Locals must use an IRS approved E-file provider such as:
- Tax Bandits (recommended)
- Express E-File
The Local Treasurer must set up the account for the local and the login information should be passed from treasurer to treasurer so that past forms can be accessed for the required retention period. Locals who E-file must submit the acceptance letter with the E-filed form to SMART TD via localreports@group.smart-union.org.
The cost for filing forms starts at $3.99 depending on the E-file provider. This is comparable to the cost of sending in returns via certified mail.
Follow the linked image above for a PDF of the essential guide to keeping track of your local’s finances.
Local support: If you have questions, we can get you answers!
— Get help on your time — Book an online support session
— Visit the Local Toolbox on the SMART TD website for guidance on getting the job done!
— Call the Local Support Help Desk at 216-227-5444 during normal business hours (Eastern).
— The After Hours Help Desk (216-227-5280) also is available to answer your calls on select days outside normal business hours Tuesdays, Wednesdays, Thursdays and Sundays from 6:00 p.m. to 10:00 p.m. CST.
— Email fshelpdesk@group.smart-union.org to schedule an appointment.
Updated docs/vital links
What are all these reports?
The Important Dates list at the top of this email shows a number of due dates for forms and filings to the federal government, but did you know what all this paperwork is for? Read on!
CT-1: These forms, filed every year, are to be submitted by Feb. 28 for the prior year. Form CT-1 is required if you pay employee compensation that is subject to tax under the Railroad Retirement Tax Act. Failure to file or filing late will incur financial penalties and will cost your Local!
Q: My Local’s officers do not receive a salary; do I still need to submit this form?
A: Yes, a return must be filed, even if you have no taxes to report.
• • •
Forms 941/944: These forms are to be submitted if you pay wages that are subject to federal income tax withholding or Social Security and Medicare taxes. Failure to file or filing late will incur financial penalties and will cost your Local!
Q: My Local’s officers do not receive a salary; do I still need to submit this form?
A: Yes, you must file a return, even if you have no taxes to report.
• • •
Forms 990, 990-N, 990-EZ: As a labor organization, we are exempt from federal income tax, but must submit this form EVERY YEAR by May 15 to maintain our tax-exempt status. Failure to submit can cause your Local’s tax-exempt status to be revoked, thus creating unnecessary financial burden. The IRS charges a late filing fee of $20 PER DAY for Forms 990 and 990-EZ. Filing a Form 990-N after the deadline must be done through an e-file provider and there is a cost of about $20 to do so. More information is available here: