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Enrollment for the training track for local secretaries and treasurers at the SMART-TD National Training Seminar has hit its available capacity and has been closed.

The event will be held July 9 to 11 at the Hilton Cleveland Downtown, 100 Lakeside Ave. E., and still has a limited number of registration slots available.

The cost to register is $250 per person, and an overflow room block has spots remaining.

For more information, visit the SMART-TD website, the SMART Member Portal or email Nick Torres in the SMART-TD office (ntorres@smart-union.org).

The Transportation Division Local Support Department plans a three-day training session for local treasurers in Cleveland from March 8 – 10, 2022.

Workshops will run 9 a.m. to 5 or 6 p.m. all three days. The sessions will help local treasurers hone their skills with TD Connect along with the electronic billing system and WinStabs. Additional topics may include maintaining payroll deductions, making proper disbursements, budgeting, record keeping, paying taxes and filing reports with authorities.

Attendance is limited to 25 registrants. Spaces will be filled on a first-come basis. Please register for the workshop here.

The sessions will include all training and materials at no cost to the local. However, the local is responsible for all other costs associated with the treasurer’s attendance at the workshop. Lost time or salary, travel, hotel and meal expenses connected with attendance may be reimbursed if pre-approved by the membership at the local meeting as an allowable expense of the local.

Training will take place in Hope Ballroom A, 3rd Floor of the Hilton — Cleveland Downtown, 100 Lakeside Ave. East, in Cleveland.

More information is available in this PDF.

Join the SMART_TD Field Support Department with your questions and get them answered!
Each session will begin with going over anything new, reminders or important tips or tricks. Then the floor will be open for all your questions. The forum will end when there are no more questions.
There is no need to pre-register for these Q&A forums. Join us by clicking the link for the session. Forums will be hosted using Microsoft Teams. If you have not joined us for a session in the past visit this page for info on how to get Teams set up prior to the forum. (Start with #3) You can also join by phone using the call-in phone number and Conference ID.
Wednesday August 25th 1 p.m. EST
Join on your computer or mobile app.
Or call in (audio only) +1 440-462-0346
Phone Conference ID: 978 528 22#
Wednesday September 22nd 3 p.m. EST
Join on your computer or mobile app.
Or call in (audio only) +1 440-462-0346
Phone Conference ID: 713 462 91#

Due to the COVID-19 pandemic, the Internal Revenue Service (IRS) announced extended deadlines for the filing of certain forms related to union business in a notice recently sent to non-profit organizations.
The Form 990 deadline, normally due on May 15th has been extended to July 15th, 2020. However, IRS updates to tax-exempt searches have been suspended. Therefore, it is important that these completed forms continue to be submitted to the Transportation Division offices for proper recordkeeping in the future.
The mailing addresses for Form 941 tax reports for railroad locals also has changed.
Locals based in Connecticut, Delaware, District of Columbia, Georgia, Illinois, Indiana, Kentucky, Maine, Maryland, Massachusetts, Michigan, New Hampshire, New Jersey, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, South Carolina, Tennessee, Vermont, Virginia, West Virginia and Wisconsin should mail forms without payment to:
Department of the Treasury
Internal Revenue Service
Kansas City, MO 64999-0005
Forms with payment from locals in the above states should be mailed to:
Internal Revenue Service
PO Box 806532
Cincinnati, OH 45280-6532
Locals based in Alabama, Alaska, Arizona, Arkansas, California, Colorado, Florida, Hawaii, Idaho, Iowa, Kansas, Louisiana, Minnesota, Mississippi, Missouri, Montana, Nebraska, Nevada, New Mexico, North Dakota, Oklahoma, Oregon, South Dakota, Texas, Utah, Washington and Wyoming should mail forms without payment to:
Department of the Treasury
Internal Revenue Service
Ogden, UT 84201-0005
Forms with payment from locals in the above states should be mailed to:
Internal Revenue Service
P.O. Box 932100
Louisville, KY 40293-2100
Automated customer service continues to be provided by the IRS, however manned phone services have been suspended in response to the pandemic. Resources continue to be made available via the IRS.gov website as well.
Additional details are available in the IRS notice which can be reviewed here. (PDF)

In order to alleviate significant expense and wasteful distribution of timebooks, all locals must complete a timebook order form for the year 2020 and return it to the SMART TD office by Monday, Sept. 16, 2019.
It’s important that the form is completed by a local officer, even if the local does not desire to receive the books (just note “0” on the quantity requested line and return). All locals will be contacted if a form is not received to ensure accurate ordering this fall. You may return the form — available on the TD website — by any one of the methods listed below.
Fax to: 216-227-5208 – ATTN: Dora Wolf
Email to: dwolf@smart-union.org
Via mail to:
SMART TD
ATTN: Dora Wolf
24950 Country Club Blvd, Ste. 340
North Olmsted, OH 44070 – 5333
A confirmation email will be sent to acknowledge receipt of your order – if you do not receive the email within 10 days of your order being submitted, please contact Dora by calling the TD office at 216-228-9400.

Making cents logo

Meet your Membership Representative teams

SMART Transportation Division has restructured at its headquarters to help assist Local Treasurers with the implementation and use of TD Connect and the eBill system.
As part of this process, a team of Membership Representatives has been assigned to provide specialized service to your local. These staff members will work to familiarize themselves with each of the locals they serve. With time and interaction with you, they will be able to provide specialized and efficient service to assist with your challenges as a Local Treasurer.
Beginning in January 2019, your Membership Representative team will be your go-to resource for any and all questions you may have as a Local Treasurer. If your Membership Representative is unable to answer your questions, they will escalate it to the appropriate person or department.
These assignments will be communicated to locals through introductory letters sent out with the December mailings or you can see them on the SMART TD website. Your team members will be available to help with any questions and concerns as the transition to TD Connect and the new version of WinStabs progresses.
Team members are:
Team A: Amanda Casale and Paula Grant
Amanda: 216-227-5239
Paula: 216-227-5268
Team email: MRteamA@group.smart-union.org
Team B: Kim Dissell and Greg Hengesbaugh
Kim: 216-227-5295
Greg: 216-227-5203
Team email: MRteamB@group.smart-union.org
Team C: Mike Vega
Phone: 216-227-5266
Team email: MRteamC@group.smart-union.org
Your team members will be in the SMART TD office between the hours of 8:30 a.m. and 5 p.m. EST. While we encourage you to do your best to contact your Membership Representative during office hours, SMART TD also is offering limited after-hours support to treasurers from Jan. 14, 2019, through Feb. 28, 2019. The after-hours support hotline is 216-227-5280, and it will be operational 5:30 p.m. to 9:30 p.m. EST Monday through Thursday and noon to 4 p.m. EST on Saturdays.
Follow this link for the full list of assigned Membership Representatives.

Questions
about the S&T’s roles and responsibilities?

Visit the S&T Tools page on the SMART TD website for guidance on getting the job done!

Still not sure?

Call the Field Support Help Desk at 216-227-5444. Drop-in help desk hours are 9a-5p (Central Time) M-W-F. Help desk appointments can be scheduled in advance for Tuesdays, Thursdays, weekends, and evenings. Call or email fieldauditor@group.
smart-union.org to schedule an appointment.

Important dates

• Jan. 2 — First credentials for TD Connect are released.

• Jan. 7 to 9 — TD Connect workshop in Kansas City, Mo.

• Jan. 14 — First eBill is released on new system.

• Jan. 18 — Hotel registration deadline for Salt Lake City TD Connect workshop.

• Jan. 21 — Registration deadline for TD Connect workshop in Minneapolis, Minn.

• By January 31 — Quarterly Form 940 (FUTA) taxes must be deposited (FICA only):

https://www.eftps.gov/eftps
For more info: SMART TD guide to paying and reporting Form 940 tax

• By Feb. 20 — Treasurer’s annual report (TAR) for 2018 and Local President Financial Oversight forms are due to the TD office.

Two 2019 TD Connect workshops remain open!

The TD Connect workshops held over the autumn all filled to capacity and offered an overview to local S&Ts about the changes coming with the new eBill system. (Click on links to register):

  • January 7, 8 & 9, 2019 – Kansas City, Mo. at the Drury Inn and Suites, 7900 Northwest Tiffany Springs, Kansas City, MO 64153. WORKSHOP FILLED — waitlist available.
  • January 28, 29, & 30, 2019 – Minneapolis, Minn.at the Minneapolis United Labor Center, 312 Central Ave. S.E. Minneapolis, MN 55414. WORKSHOP FILLED — waitlist available.
  • February 11, 12 & 13, 2019 – Salt Lake City, Utah at the Double Tree by Hilton Salt Lake City Airport, 5151 Wiley Post Way, Salt Lake City, UT 84116. The workshop will be in the Bryce Room. Registration deadline is Feb. 4, 2019.

Workshop sessions will run from 9 a.m. – 5 p.m. on all three days. Click here for a flier with specific workshop details.
Space in these workshops is limited and you’re encouraged to register well in advance to secure your spot.
For additional information about these workshops or to be placed on a waitlist, call Alyssa Patchin at 216-227-5281 or email apatchin@smart-union.org.

Rolling into TD Connect

Step 1: Remit your December 2018 paper bill to the TD office.
Step 2: The TD office will supply TD Connect credentials for all Local officers and Local chairpersons by email and mail within two business days of receiving your last paper bill, but no earlier than Jan. 2.
Step 3: Close out your 2018 books in WinStabs 5.09.

  • Monthly taxes for November must have been paid by Dec. 15. Also, it’s recommended to pay December taxes by Dec. 28 to make closing out the year easier.
  • It’s recommended that outstanding checks older than 90 days be brought back as a returned check in WinStabs along with notifying the payee and financial institution. Use caution on applying a stop payment as it may result in a bank charge. If you have any questions regarding this matter, please call the help desk at 216-227-5444.

Step 4: Upload your 2018 year-end data from WinStabs 5.09 into TD Connect.
Step 5: Work your January 2019 eBill in TD Connect.
Step 6: Download WinStabs NMR from your Local home page in TD Connect. (see the “Installation of WinStabs-NMR guide”)
Step 7: Have member variances that you would like to request to be rolled over into eBill?

Websites hosted on utu.org domain are being retired

If your local is one of the 30 or so that have sites hosted on the utu.org web domain and the site has been updated in the last two years, you should have received an email from TD Senior Communications Coordinator Ben Nagy in late November notifying you of the impending retirement of these sites.

Effective Jan. 2, 2019, the utu.org-hosted sites will no longer be able to be updated and will be effectively frozen before being taken offline sometime in the near future. This is due to computer platform changes that have occurred in the years since those sites were introduced.
Locals who have one of these sites are encouraged to contact Nagy at 216-227-5283 or bnagy@smart-union.org to discuss Union Hall, a free web hosting tool and platform provided to SMART TD by the AFL-CIO.
If your local is interested in establishing its own website, the Union Hall platform could help get you and your local up and running at no charge. The AFL-CIO offers personalized training and the website setup takes less than a week. To get the process started, contact Nagy in the TD office at the phone number and email listed above.

Ask an Auditor

Q: I’m getting ready for the annual January audit of my local’s books. What do I need to do to be prepared for this process?
The annual audit (also known as the Treasurer’s Annual Report or TAR) is required by the SMART Constitution. Local trustees are to assemble in January and review the receipts and disbursements for the prior year before signing the report. The report is then presented at the local’s next meeting and copies are filed and submitted to the SMART TD offices before the Feb. 20 deadline.
The key step to getting the TAR ready is to ensure that all finances are in balance, which include all your Local’s checking, savings and investment accounts. All 12 bank statements for the entire fiscal year running January 1 to December 31 of the previous year need to be reconciled one at a time, and each must be in balance.
After balancing your accounts, use WinStabs to review any outstanding items that need to be resolved such as checks or disbursements that did not clear before Dec. 31. After these are balanced, WinStabs will notify you that the account is balanced and you are then ready to print out your report for the trustees to review and sign.
Local Trustees must understand and agree with what is in the report in order to sign it. After the three Trustees have signed, the report should be mailed to the SMART TD offices to the attention of the Field Audit and Support Department or scanned and emailed to Alyssa Patchin (apatchin@smart-union.org).
Additional details about filing the TAR are available on the SMART TD website in “SMART TD Guide: Preparing the TAR for Trustee Review.”
To submit questions to Ask an Auditor, email fieldauditor@group.smart-union.org.

Because of great demand, a new round of workshops has been added to help local treasurers learn how to use TD Connect, the new eBilling system that also manages member records. A series of five prior workshops scheduled for late 2018 filled to capacity. A second round was added, and one workshop already has been filled. Follow the links below to register.
Workshops are scheduled for:

  • January 7, 8 & 9, 2019 – Kansas City, Mo. at the Drury Inn and Suites, 7900 Northwest Tiffany Springs, Kansas City, MO 64153. WORKSHOP FILLED — waitlist available. Treasurers are encouraged to register for one of the two other workshops listed below.

  • January 28, 29, & 30, 2019 – Minneapolis, Minn. at the Minneapolis United Labor Center, 312 Central Ave. S.E. Minneapolis, MN 55414. Registration deadline is Jan. 21.

  • February 11, 12 & 13, 2019 – Salt Lake City, Utah at the Double Tree by Hilton Salt Lake City Airport, 5151 Wiley Post Way, Salt Lake City, UT 84116. The workshop will be in the Bryce Room. Registration deadline is Feb. 4, 2019.

A flier is available with additional information about hotel rates and the workshops (PDF).
Attendees also are asked to complete the online TD Connect Overview workshop before the first day.
Workshops will run 9 a.m. – 5 p.m. all three days and will educate local treasurers about the new TD Connect eBill system along with the newest version of WinStabs. Additional topics may include: maintaining payroll deductions, making proper disbursements, budgeting, record keeping, paying taxes and filing reports with authorities.
Attendance for each workshop is limited and spaces will be filled on a first-come basis. A waitlist will be made available for those interested in attending a workshop once one has been filled. Contact Alyssa Patchin at the TD offices to be placed on the list.
The sessions will include all training and materials at no cost to the local. However, the local is responsible for all other costs associated with the treasurer’s attendance at the workshop. Lost time or salary, travel, hotel and meal expenses connected with attendance may be reimbursed if pre-approved by the membership at the local meeting as an allowable expense of the local.
For more information or to be placed on a workshop waitlist, call Alyssa Patchin at the TD offices or email apatchin@smart-union.org.

If you are a secretary or treasurer for a SMART Transportation Division local, you should be receiving this newsletter via email on a monthly basis from the Field Audit Support Help Desk. Please check your spam folder if it is not showing up in your inbox.
If you have changed your email address recently, please contact Dora Wolf (dwolf@smart-union.org) in the Updating Department so she has the most up-to-date contact information for union-related communications.
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Registration is open and TD Connect workshops are filling up!

Workshops for treasurers on the TD Connect system that will be rolled out in January are planned on the following dates in select locations (click on links to register):

  • October 8, 9 & 10, 2018 – New Haven, Conn. Workshop registration deadline is Oct. 1; hotel reservation deadline is Sept. 20.
  • November 5, 6 & 7, 2018 – Kansas City, Mo. WORKSHOP FULL – REGISTRATION CLOSED, WAITLIST AVAILABLE; hotel registration deadline is Oct. 12.
  • November 7, 8 & 9, 2018 – Kansas City, Mo. (second session)
    WORKSHOP FULL – REGISTRATION CLOSED, WAITLIST AVAILABLE; hotel reservation deadline is Oct. 12.
  • November 12, 13 & 14, 2018 – Birmingham, Ala. Workshop registration deadline is Nov. 5;
    see flier for hotel discount information.
  • November 27, 28 & 29, 2018 – Rosemead, Calif. Workshop registration deadline is Nov. 12; see flier for hotel discount information.

Workshop sessions will run from 9 a.m. – 5 p.m. on all three days. Click here for a flier with specific workshop details.
Space in these workshops is limited and you’re encouraged to register well in advance to secure your spot. These sessions will help you in the changeover to the new TD Connect eBill system.
For additional information about these workshops or to be placed on a waitlist in case of a vacancy, call Alyssa Patchin at 216-227-5281 or email apatchin@smart-union.org.

Gearing up for fall elections

2019 is a convention year and elections must be held this fall for local committees and delegates within the union. Nominations are to be taken in October and elections conducted in November. Any local vacancies are to be addressed during this election period as well.
The President’s Office has issued rules to be followed for both the distribution of campaign literature and for the elections to be held. These have been published on the SMART TD website and also will be published in the September edition of the TD News.
Any questions should be directed to the President’s Office by calling 216-228-9400. It’s always easier to address issues in advance instead of after the fact.

Questions
about the S&T’s roles and responsibilities?

Visit the S&T Tools page on the SMART TD website for guidance on getting the job done!

Still not sure?

Call the Field Support Help Desk at 216-227-5444. Drop-in help desk hours are 9a-5p (Central Time) M-W-F. Help desk appointments can be scheduled in advance for Tuesdays, Thursdays, weekends, and evenings. Call or email fieldauditor@group.
smart-union.org to schedule an appointment.

Important dates coming up

Important dates

• By September 15 — Deposit and pay CT-1 taxes (rail Locals): https://www.eftps.gov/eftps/

For more info: SMART TD guide to paying Form CT-1 taxes

• By September 15 — Deposit and pay 941 taxes: https://www.eftps.gov/eftps/

For more info: SMART TD guide to paying and reporting Form 941 taxes

• By September 15 — Submit timebook order to TD Updating Department (see related article below).

• September 20 — Monthly billing due at SMART TD office.

• September 20 — Hotel registration deadline for Oct. 8-10 TD Connect workshop in New Haven, Conn.

Be ready to use the new eBill system:

  • All 2018 paper (aka green-bar) bills must be submitted to the SMART TD office prior to gaining access to eBill. We recommend working through your December 2018 bill as soon as possible. Do not wait until the December 20th deadline!
  • Local Treasurers must work to clear outstanding member variances.
  • Local Treasurers must work to develop a system between your members, local chairmen, local president and local treasurer to gather dates required to process E-49 statuses.

Meet Mike Vega, TD’s new billing audit supervisor


Mike Vega has been promoted as the SMART TD Billing Audit Department’s new supervisor, taking over in late August after the retirement of Barbara Bankston, who was with UTU/SMART TD for 37 years.
Mike has been with SMART TD since November 1989 and says he worked “all over the place” with the union before settling in as a billing auditor in 2010. Some jobs he performed included handling direct receipts, serving as the directory administrator, and as an updater on the iLink predecessor system.
An avid road cyclist, Mike’s a native Clevelander and has one key tip for S&Ts when keeping track of the finances of his or her local — be sure that the deductions and billings totals coincide.
“If things get out of sync, that’s when the local can get into trouble,” he said. “If those totals are right, everything pretty much falls into place — there are plenty of checks and balances out there to keep things running smoothly.”

Time book orders due to SMART TD office by Sept. 15

In order to alleviate significant expense and wasteful distribution of time books, all locals must complete a time book order form and return it to the SMART TD office by Sept. 15.
It’s important that the form is completed by a local officer, even if the local does not desire to receive the books (just note “0” on the quantity requested line and return). All locals will be contacted if a form is not received to ensure accurate ordering this fall. You may return the form — available on the SMART TD website — by any one of the methods listed below.

  • Fax to: 216-227-5208 – ATTN: Dora Wolf
  • Email to: dwolf@smart-union.org
  • Via mail to:
    SMART TD
    ATTN: DORA WOLF
    24950 Country Club Blvd, Ste. 340
    North Olmsted, OH 44070 – 5333

A confirmation email will be sent to acknowledge receipt of your order – if you do not receive the email within 10 days of your order being submitted, please contact Dora Wolf by calling the SMART TD office at 216-228-9400.

Ask an Auditor

Q: The convention is coming up next year, and our Local still has an old seal with the UTU logo on it. Since we’re SMART TD now, do we have to get a new one for our Local?
The use of a local seal will be very important next year when credentialing delegates for the SMART TD Convention to take place next August in Las Vegas, Nevada. Locals are not required to replace their old UTU seals. However, if your Local does not have a seal, permission must first be obtained from the President’s Department to get one. Once permission is received, a seal can be ordered from the SMART TD Supply Department. For more information, contact John Horvath in the President’s Department at 216-228-9400.
To submit questions to Ask an Auditor, email fieldauditor@group.smart-union.org.

Registration has opened for local treasurers who are interested in attending workshops where they will learn how to use the new TD Connect system to manage member records and to work the new eBill before the system’s Jan. 1, 2019, rollout. Follow the links below to register.
Workshops are scheduled:

    • November 5, 6 & 7, 2018 – Kansas City, Mo.

SESSION FULL – REGISTRATION CLOSED, SEE BELOW FOR WAITLIST INFO; hotel registration deadline is Oct. 12.

    • November 7, 8 & 9, 2018 – Kansas City, Mo. (second session)

SESSION FULL – REGISTRATION CLOSED, SEE BELOW FOR WAITLIST INFO; hotel reservation deadline is Oct. 12.

    • November 12, 13 & 14, 2018 – Birmingham, Ala.<

SESSION FULL – REGISTRATION CLOSED, SEE BELOW FOR WAITLIST INFO.

    • November 27, 28 & 29, 2018 – Rosemead, Calif.

SESSION FULL – REGISTRATION CLOSED, SEE BELOW FOR WAITLIST INFO.
Workshops will run 9 a.m. – 5 p.m. all three days and will prepare local treasurers for the launch of the new TD Connect and eBill system along with the newest version of WinStabs. Additional topics may include: maintaining payroll deductions, making proper disbursements, budgeting, record keeping, paying taxes and filing reports with authorities.
Attendance for each workshop is limited and spaces will be filled on a first-come basis. A waitlist is available for those interested in attending a workshop that has been filled. Contact Alyssa Patchin at the TD offices to be placed on the list.
The sessions will include all training and materials at no cost to the local. However, the local is responsible for all other costs associated with the treasurer’s attendance at the workshop. Lost time or salary, travel, hotel and meal expenses connected with attendance may be reimbursed if pre-approved by the membership at the local meeting as an allowable expense of the local.
Click here for a flier with specific workshop details, including location and hotel information.
For more information or to be placed on a workshop waitlist, call Alyssa Patchin at the TD offices or email apatchin@smart-union.org.

Local treasurers will have a chance to learn how to use the new TD Connect system to manage member records and to work the new eBill before the system’s Jan. 1, 2019, rollout at a series of workshops planned this fall.
Workshops are scheduled:

  • Oct. 8, 9 & 10, 2018 – New Haven, Conn.
  • Nov. 5, 6 & 7, 2018 – Kansas City, Mo.
  • Nov. 7, 8 & 9, 2018 – Kansas City, Mo. (second session added!)
  • Nov. 12, 13 & 14, 2018 – Birmingham, Ala.
  • Nov. 27, 28 & 29, 2018 – Rosemead, Calif.

Workshops will run 9 a.m. – 5 p.m. all three days, and additional location-specific details will be provided once available.
The three-day sessions will prepare local treasurers for the launch of the new TD Connect and eBill system along with the newest version of WinStabs. Additional topics may include: maintaining payroll deductions, making proper disbursements, budgeting, record keeping, paying taxes and filing reports with authorities.
Attendance is limited to 30 registrants and spaces will be filled on a first-come basis.
The sessions will include all training and materials at no cost to the local. However, the local is responsible for all other costs associated with the treasurer’s attendance at the workshop. Lost time or salary, travel, hotel and meal expenses connected with attendance may be reimbursed if pre-approved by the membership at the local meeting as an allowable expense of the local.
Help us plan accordingly and complete the workshop interest form to be among the first notified with location-specific details.
Click here for a printable workshop flyer.
For more information, call Alyssa Patchin at the TD offices or email apatchin@smart-union.org.