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Treasurer

Budgets

The Fiscal Year begins July 1st (the membership year begins September 1st).


Tax Exempt Status

Arisia is recognized by the IRS as a 501(c)3 organization and is tax-exempt. This means that when making purchases on behalf of Arisia, you shouldn't pay sales tax in Massachusetts (and you risk not being reimbursed for the taxes)
IRS determination letter (pdf)

Businesses that Arisia have registered as being tax-exempt

  • Amazon
  • (contact the Treasurer to arrange purchases)
  • Staples
  • Home Depot
  • Kinkos
  • Ambit Press
  • Zoro
You will have to remind them that you're making a purchase for a tax-exempt organization before they give you a bill.

If a business doesn't have Arisia registered as a non-profit, you'll need to give them copies of Arisia's Massachusetts Tax Exempt Certificate (ST-2) and Arisia's Sales Tax Exempt Purchaser Certificate (ST-5). [PDF]


Expense forms for reimbursement can be found on the Documents & Forms page.


Copies of Arisia's annual 990 filings with the IRS can be found at GuideStar.org (you'll need a free login to view the files).


Credit Card Privacy Policies

  In keeping with current standards for protecting credit card numbers, credit card numbers may not be sent via email (or any other method). Before scanning or faxing any document (such as Reg forms) with credit card numbers, they should obscured (put a PostIt note over the number).

  If you have paper copies of documents (reg forms, credit card receipts, ...) that have credit card numbers on them, they must be kept in a safe location.

  When the paper copies of documents with credit card information are no longer needed, they must be shredded (or incinerated).

  If there is a leak (or suspected leak) of credit card information, Arisia's Corporate and Convention Treasurers (treasury@arisia.org) must be notified immediately, so the appropriate actions may be taken.

  We must maintain a list of all credit card machines in use, including serial numbers.

  These policies may be changed as standards for protecting credit card data is updated.

  For details about Arisia's Credit Card Security Policy, please see: Security Policy

  For information about the Payment Card Industry (PCI) Data Security Standard (DSS), please see:
https://www.pcisecuritystandards.org/pdfs/pci_dss_saq_navigating_dss.pdf

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