Making Cents: 2023 Q3 newsletter

Registration open for S&T workshop!

The next S&T workshop is scheduled for Oct. 24-26 in Salt Lake City, Utah. Lodging is available at the workshop site: Double Tree – Salt Lake City Airport, 5151 Wiley Post Way, Salt Lake City, Utah, at a rate of $189/night plus tax.

Follow this link to book lodging or call 801-539-1515.

The workshop registration deadline is noon, Oct. 2, 2023.

• Register online
• Additional details (PDF)

Keep an eye out for scam letters

We know that scammers will try anything to make a buck or two. One way they do this is by taking a flier — be it through email or regular mail requesting money from your local for bogus services!

Here is an example of a scam letter. (PDF)

The letter seems to be official, but the yellow text highlighted on the PDF exposes the scam. The sender has zero authority to “certify” anything and still tried to request $179 from the local to certify their minutes.

If you receive any questionable letters, your first step should be to contact the SMART-TD Local Support Team so that things be sorted out together and we can prevent these scammers from getting money from your local!

New S&Ts: Be sure to file Form 8822-B with the IRS!

When there’s a change in union leadership, the Local has a responsibility to keep the Internal Revenue Service informed about who is keeping the books. It’s a pretty quick process:

1. Complete and sign Form 8822-B.
2. Call the IRS’s Business and Specialty Tax Line at 800.829.4933 between 7 a.m. and 7 p.m. Eastern. Calling as close to 7 a.m. as you can will help in cutting down your wait time.
3. Tell them: “I need to update the responsible party and address for a business so that deposit for payroll taxes that are due can be granted in EFTPS.”
4. At the top of your Form 8822-B, document the IRS agent’s name, ID number and the date and time of the call.
5. The agent will most likely tell you to fax the form to them at a provided number. After scanning your signed Form 8822-B to your computer or phone, you can use the faxzero.com service to send the form.
6. Once sent, call EFTPS customer service at 866.568.2490 and state “I just spoke with the IRS and faxed them an updated Form 8822-B. I need an EFTPS PIN sent to the updated address.”
7. Fax that same completed form with the IRS agent information to the EFTPS at 866.568.2490. The EFTPS will process the updated address and mail out a new PIN.

It is essential that information associated with any bank account is kept current. Here are a few important tips:

• If the old “UTU” name is still being used on the account, you must get the account updated with the new name: International Association of Sheet Metal, Air, Rail and Transportation Workers, Local Union No. ####-TD
• Be sure that the bank provides images of the front AND BACK of all checks that have cleared the account.
• Review and update the signature cards for ALL of the Local’s accounts (checking, savings, CDs, etc.). Make sure only the current local president and treasurer are the signees on financial accounts.

The Local Toolbox page on the SMART website has pointers on updating financial records under the Banking header.

Election season draws closer

This fall brings elections for local officers and legislative representatives alike. The SMART Constitution sets forth the duties of all office holders. It’s a very important role of the Local S&T to organize the electoral process.

Plenty of guidance and resources are available under the Elections heading of the Local Toolbox that spell out the duties and responsibilities of union officers and how elections are conducted. It saves many headaches for the Local if people know what they are getting into prior to accepting a nomination to local office!

• SMART-TD Elections schedule chart (PDF)

Information and guidance regarding conducting elections this fall will be updated on the Local Toolbox.

Keep an eye in your email boxes and on the Toolbox page for the new documents!

TD has initiated a census effort

Please help spread the word to your members on the importance of updating their member profile with accurate contact info, craft role, emergency contact person and any military history. Read more here and check out a handy flyer you can post after adding in your contact info!

Staying on target with the WinStabs task list

WinStabs has a simplified task list that is easy to access and follow along with the due dates and the required reports needed to keep your Local’s finances organized. The list also helps save time when it’s time to compile your Treasure’s Annual Report when it comes due early in the year.

If the task list isn’t available, follow the “fetch default report year tasklist.” (Circled in red in image below

For a more detailed task list, check out the annual Treasurer checklist.

Need help? Reach out!

The Local Support Help Desk has some spaces open for officers wanting extra training for treasurers who want to learn more about their role and about WinStabs. Schedule a time to sharpen your skills and get your questions answered!