SVdP Annual Reporting is an Essential Membership Requirement
By Pam Hudson Johnson, National Director of Membership Services
Annual reporting is an essential requirement for all Councils and Conferences.
On May 1st at 11:59pm, the final deadline for online Annual Reports data entry closes (that is midnight tonight!). All Councils and Conferences must submit an annual report.
Why Annual Reporting is So Important:
Accountability and Compliance: The annual reports help maintain proper record-keeping and compliance with the requirements of our tax-exempt status.
Solidarity and Income Calculation: The current formula is based on income shown in the annual reports. If a Council or Conference does not submit an annual report, it causes significant delays in the solidarity process.
Budgeting and Operations: Delays in reports cause delays in the budgeting process and affect the operations of the National Council.
Conference Annual Reports are due by November 30; District Council Reports by December 31; and (Arch)Diocesan Council Reports by January 31. Any reports not entered before midnight must be submitted in paper form.
Each year our national consolidated annual report publication is shared with our members nationally and internationally, U.S. Bishops, donors and contributors, elected officials and many more of the great works the Society is doing in the U.S. to serve our neighbors in need. This is our way of telling our story, and the good work we are doing to serve our neighbors in need to alleviate poverty in our communities. Find a copy of the 2022-2023 National annual report here.
To better understand the reporting structure, based on our formal structure, please see details below:
- For those dioceses which have an Archdiocesan or Diocesan Council: This is based on the formal structure of the Society – not on your legal name. Some Councils have improperly called themselves a Diocesan Council even though they are really a District Council. An Archdiocesan Council or a Diocesan Council has District Councils reporting to it. An Archdiocesan Council or a Diocesan Council has NO Conferences reporting directly to it.
An Archdiocesan Council or a Diocesan Council will provide multiple reports as appropriate. At a minimum, it will provide the (Arch)Diocesan Council Data, the Consolidated Districts Report and the Consolidated Conferences Report. In addition, if the (Arch)Diocesan Council operates any stores, it will provide a single store report for each store. If the (Arch)Diocesan Council operates any Special Works, it will provide a single Special Work Report for each separate Special Work.
- For all District Councils: This applies to every District Council regardless of whether they belong to an Archdiocesan Council or a Diocesan Council or are simply a standalone District Council. A District Council has Conferences reporting directly to it.
A District Council will provide multiple reports as appropriate. At a minimum, it will provide the District Council Data and the Consolidated Conferences Report. In addition, if the District Council operates any stores, it will provide a single store report for each store. If the District Council operates any Special Works, it will provide a single Special Work Report for each separate Special Work.
- For all Conferences: At a minimum, a Conference will provide the Annual Conference Report. In addition, if the Conference operates any stores, it will provide a single store report for each store. If the Conference operates any Special Works, it will provide a single Special Work Report for each separate Special Work.
Things to Know and Common Misconceptions:
-Some regions have believed new Councils and Conferences do not need to submit reports in their first year, but this is incorrect. All Councils and Conferences must submit an annual report each year.
-All Vincentians are accountable for the work they do and they are required, at all levels, to do proper record keeping. Remember that the key to good reporting is keeping good records throughout the reporting year [i.e., monthly and quarterly reporting].
-The National Council does not require quarterly report filings. Conference quarterly reports are provided by the national office as a courtesy for completion by Conferences at the request of their District Councils.
If you have any questions regarding annual reporting, contact Pam Hudson Johnson, National Director of Membership Services at phudson@svdpusa.org or (314) 576-3993 extension 214. We are One Society!
