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Guide 2 - Admin Guide to Reports

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Category: Guides

Published date: Apr 12, 2024

This guide was created to assist Unit Staff Officer in performing their duties and to meet reporting requirements. This guide should be used by all current CAF Members, Unit Staff Officers.

PUBLICATIONS MANAGEMENT

1. PURPOSE

This guide was created to assist Unit Staff Officers in performing their duties and to meet reporting requirements. 2. Who Should Use this guide?

This guide should be used by all current CAF Members and Unit Staff Officers.

1. Changes:

   This is your organization. Any CAF Member, Unit Staff Officer or employee may recommend changes to any CAF Publication. Recommendations may be submitted in any format; however, the specific document must be identified by number, title and date along with the recommended change. Recommendations will be evaluated by the office of primary responsibility within thirty (30) days and the individual or Unit will be notified of action taken.

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No. of Printed Pages - 11 OPR: Vice President of Membership Approved by: President Distribution: All General Staff, All Unit Staff Officers, CAF Members upon request and CAF Headquarters Staff.

2019 Changes to this Guide: Changed the monthly list to a grid. Changed titles. Added Delinquent Policy

2020 Changes to this Guide: Made changes in the monthly grid.

2021 Changes to this Guide: Updated instructions on submitting volunteer hours Added link for Unit Officer Update Changed the word Fortress to Rallypoint

2023 Changes to this Guide: Changed ANUAC to ASAP Changed Wing Staff Conference to CAF Conference

2024 Changes to this Guide: Made changes in the monthly grid. Updated roles and responsibilities previously held by the Director of Administration.

ADMINISTRATIVE GUIDE FOR REPORTS AND INFORMATION REQUIRED BY CAF HEADQUARTERS & DELINQUENCY POLICY

DAILY

Please immediately report any accident or incidents involving CAF aircraft, facility, visitors or volunteers.

MONTHLY

Membership information: Report new Unit Members, changes of address, “Gone West” notices or any other membership changes to the Membership Department at CAF HQ. Links can be found at cafmembers.org and on the Member Questions page of the COLONEL LOGIN area of the CAF website.

Unit Events Calendar updates: Report Unit events schedules to the CAF Vice President of Marketing. If you are holding a Unit fundraiser (hangar dance, fly-in or airshow) please notify CAF HQ and follow CAFR 55-7, Procedures for Airshow and Event Approval, and the CAF Style Guide.

Financial Reports: Texas Units must report Texas sales tax collected monthly to the Headquarters Finance Department. (acounting@cafhq.org)

QUARTERLY

Financial Reports: Please communicate with the Unit Finance Coordinator via email that Quickbooks Online is complete and provide other reports as required by the Unit Finance Officers Guide. (April, July, October and January)

Reports must be received at CAF HQ by the end of the month following the quarterly close date. For example, reports are due by April 30th for the ending March 31.

Please consult the Unit Finance Guide or call the Headquarters Unit Finance Coordinator for assistance.

Airshow Financial Reports are due 45 days after the event and should include a check for the airmeet insurance premium.

Volunteer Hours Reports: Please provide quarterly reports of volunteer hours on the Development & Philanthropy website CAFDevelopment.org via the Volunteer Hours tab.

BI-ANNUALLY

Unit Membership Listings: Please provide the Membership Department with an updated membership list in January and July of each year. Rosters may be requested by email at memberinfo@cafhq.org.

Note: Please see Section 3 of the CAF Unit Manual for details or contact the Vice President of Membership. Remember our records are only as accurate as your last update. This duty is the responsibility of the Unit Adjutant Officer.

ANNUALLY

CAF Regulation/Manuals: All regulations and manuals are reviewed and updated in January and July as required. A current Index of Publications is available at any time; however, revised copies are available by logging on to the COLONEL LOGIN section of the CAF website. You can also find links to manuals, regulations, guides and any other resources needed. Contact the Vice President of Membership for details.

Unit Officer Update: Provide a report listing the current Unit Officers as soon as possible after your annual elections, or no later than 30 January. All other changes resignations, appointments, etc. should be reported as soon as possible after they occur. Use the link on CAFMembers.org. https://cafhq.formstack.com/forms/unit_leader_update

Please refer to the CAF Unit Manual, Section 2 (Unit Leader Job Descriptions) for more details.

Individual Award Nominations: Individual CAF Awards are presented each year at the Membership Meeting. Please provide your nominations for CAF individual awards to Vice President of Membership no later than 15 July each year.

Unit Award Nominations: Unit Awards are presented each year at the CAF Conference. Please provide your nominations for Unit Awards to the Vice President of Membership no later than 15 December each year. Please see CAFR-900-1 for details or call the Vice President of Membership for assistance.

Please note the Delinquency Policy at the end of this Guide.

Monthly Reports and Information Checklist for Units -- Report to: JANUARY 4th Quarter Finance Report Due 1/31 Finance 1099 Info on Contractors Due 1/15 Finance Professional donated services form is due Finance Remit all fuel tax invoices for previous year Finance Submit any remaining Proffer of Gifts for previous year Due 1/10 Development Submit Proffer of Gifts due every two weeks (semi-monthly) Development Submit any remaining Cash Donation Forms for previous year Due 1/10 Development Submit Cash Donation Forms every two weeks (semi-monthly) Development Texas Units must report sales tax collected to Headquarters by the 15th of every month Finance Put Aircraft maintenance reports in Rallypoint as they occur Ops Aircraft Coordinators, report changes Ops Identify pilots that are designated to fly using unit sponsorships Ops Identify active or inactive aircraft sponsors, reference Unit Manual Section 6 Ops Review aircraft assignment agreements (update if Unit Leader changes) Ops Unit Officers list Due 1/31 through online link (included above) Membership Appointed Officers, report changes online link (included above) Membership Unit Membership list (not unit mailing list) Due 1/31 Membership Review availability of new officers to attend CAF Conference (Unit Leader attendance is mandatory) Membership Review CAF Regulations and Unit Manual required for new CAF Officers
Review required unit committees and boards membership
Inform Headquarters of any Advisory Board Topics of concern Admin. Report Unit calendar of events for inclusion in CAF pubs and website Marketing

FEBRUARY    
Submit Airshow approval requests, refer to CAFR 55-7    Finance
Pilots must pay non-owners insurance premium by 3/1 
Texas Units must report sales tax collected to Headquarters by the 15th of every month  Finance
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Submit Unit Leadership changes through online link (included above) Membership

--Report to: MARCH
Pilot’s non-owners insurance premiums Due 3/1 Texas Units must report sales tax collected to Headquarters by the 15th of every month Finance Follow up on airshow approvals (as required) Ops Submit Proffer of Gifts due every two weeks (semi-monthly) Development Submit Cash Donation Forms every two weeks (semi-monthly) Development Submit Unit Leadership changes through online link (included above) Membership Appoint Unit Awards committee (Nominations for national awards due by 15 July) Membership Submit Volunteer Hours Report via Development Website form Development

APRIL   
1st Quarter Finance report due by the 30th  Finance
Texas Units must report sales tax collected to Headquarters by the 15th of every month  Finance
Follow up on Airshow approvals  Operations
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Submit Unit Leadership changes through online link (included above) Membership
Report changes or updates for unit calendar of events   Marketing

MAY 
Texas Units must report sales tax collected to Headquarters by the 15th of every month  Finance
Follow up on Airshow or event approvals Ops
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Submit Unit Leadership changes through online link (included above) Membership

JUNE    
Submit Unit Leadership changes through online link (included above) Membership
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Texas units must report sales tax collected to Headquarters by the 15th of every month  Finance
Submit Volunteer Hours Report via Development Website form  Development

-- Report to: JULY
2nd Quarter Finance Report due by 7/31 Finance Texas Units must report sales tax collected to Headquarters by the 15th of every month Finance Submit Proffer of Gifts due every two weeks (semi-monthly) Development Submit Cash Donation Forms every two weeks (semi-monthly) Development Submit Unit Leadership changes through online link (included above) Membership Biannual membership listing due Membership Individual Awards nominations due by the 7/15 (ref CAFR 900 1) Admin

AUGUST  
Texas Units must report sales tax collected to Headquarters by 15th of every month  Finance
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Submit Unit Leadership changes through online link (included above) Membership
Submit Individual Award nominations Admin
Appoint Unit election, nomination and awards committees 

SEPTEMBER   
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Submit Unit Leadership changes through online link (included above) Membership
Prepare to attend CAF Annual Membership Meeting 
Announce Unit election meeting date 
Texas Units must report sales tax collected to Headquarters by the 15th of every month  Finance
Submit Volunteer Hours Report via Development Website form  Development

OCTOBER 
3rd Quarter Finance Report due by 31st  Finance
Texas Units must report sales collected to Headquarters by the 15th of every month  Finance
Aircraft movements report due by the 10th (CAF form 100)    Ops
Aircraft maintenance reports    
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Submit Unit Leadership changes through online link (included above) Membership
Conduct annual Unit elections in 4th quarter    Membership

-- Report to: Submit list of Unit Officer Nominees to HQ for review/approval by President prior to election; at least 30 days prior to election Membership Unit awards nominations due 12/1 Admin

NOVEMBER    
Texas Units must report sales tax collected to Headquarters by the 15th of every month  Finance
Unit budgets due by 11/1    Finance
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Submit any Supporting Membership applications every two weeks (semi-monthly)    Membership
Submit Unit Leadership and Unit member changes  Membership

DECEMBER    
Have newly elected officer added to bank signature cards    Finance
Take PX inventory physical count if applicable  Finance
Texas Units must report sales tax collected to Headquarters by the 15th of every month  Finance
Aircraft movements due by 12/10 (CAF Form 100)  Ops
Aircraft maintenance reports (photos of restoration projects required in Dec.)  Ops
Submit Proffer of Gifts due every two weeks (semi-monthly)  Development
Submit Cash Donation Forms every two weeks (semi-monthly)   Development
Review updates for Unit membership list Membership
Review election results and make Unit Staff changes Membership
Submit Annual Unit Award nominations, due 12/1  Admin
Submit Volunteer Hours Report via Development Website form  Development

Delinquency Policy

These updates and information are important to the organization in many ways. Efficiency and accuracy are beneficial to both the Unit and Headquarters. If you have questions about when the information is due, please contact the appropriate department.

To ensure timely and accurate information flow, the following categories will be included in the 30/60/90-day delinquency policy guidelines: HQ Contact • Rallypoint Maintenance Updates operations@cafhq.org • Rallypoint Flight Hour Logs operations@cafhq.org
• Unit Officer Roster Updates memberinfo@cafhq.org

• Updating Quickbooks Online arobinson@cafhq.org • Keeping current with HQ invoices accounting@cafhq.org

Should a Unit fall behind in mandatory reporting, the following delinquency notices will be provided.

If a report or update is 30 days delinquent: The Unit will be sent a reminder via email describing the omission. If there is a barrier or problem that Headquarters needs to be aware of, the Unit should initiate communication of that problem so that HQ and the Unit can work to resolve the problem.

If a report or update is 60 days delinquent: The unit will receive a 60-day late email notice. Included in the narrative will be a detailed description of what is late and what needs to be completed.
Additionally, a cautionary note will be included with the late notice warning the Unit that if reporting issue is not corrected by the 90-day point, all aircraft will be grounded.

The Unit leader will also be contacted by the President of the CAF to ensure that all parties understand the status of the required documentation.

If a Unit becomes 90 days delinquent: A notice will be sent grounding All Unit aircraft until the Unit becomes current.

The hope at CAF Headquarters is that all Units will adhere to this policy. If you have extenuating circumstances or would like to request a waiver to the policy, please contact Headquarters at the 30-day mark. ****END OF GUIDE****