last updated 5/6/19
4-H Charter and Annual Renewal Process
A 4-H Charter indicates the 4-H Club or Group is organized in accordance with the objectives of the 4-H program. The University of Wisconsin-Madison, Division of Extension grants 4-H Charters which formally authorizes the 4-H Club or Group to use the 4-H Name and Emblem for educational purposes in accordance with laws and regulations established by Congress and the U.S. Department of Agriculture.
- The purpose of the 4-H Charter is education, communication and accountability.
- All 4-H Clubs must be chartered, are required to have an EIN number and submit a financial record audit report to the County Extension Office once each year.
- All 4-H Groups (including committees, boards or other organizations) that hold any financial accounts must be chartered. If a 4-H Group does not hold financial accounts, it must be formally recognized and accountable to the County 4-H Leaders Organization.
- The 4-H Charter allows the Club or Group to qualify for federal tax exempt status under the University of Wisconsin Board of Regents General Exemption Number (GEN) for Wisconsin 4-H Clubs and Groups.
- A 4-H Charter is given to a new 4-H Club or Group as they are formed and meeting the requirements of a 4-H Club or Group. The successful completion of the 4-H Charter Application begins this process.
- 4-H Charters are renewed annually and will be granted upon successful completion of the 4-H Charter Annual Renewal packet. This packet is due to the county-based 4-H staff member by November 1 or an earlier date as determined by the county-based 4-h staff member.
- Requirements for a 4-H Club and chartered Groups are listed in the Wisconsin 4-H Youth Development Policies.
The Wisconsin 4-H Charter Application and Renewal packet provides timely communication between 4-H volunteers, Clubs and Groups and the county-based 4-H staff member. The 4-H Charter Application and Annual Renewal packet provides the documentation of educational activities of the 4-H Club or Group/Committee needed for liability coverage for 4-H volunteers and members, program impact evaluation and educational planning. And finally, the 4-H Charter Application and Annual Renewal packets provide documentation of compliance by 4-H Clubs and Groups with EEO and ADA guidelines, civil rights laws and accountability of handling 4-H money appropriately including IRS rules. The Charter Completion Guide provides volunteers assistance in completing the 4-H Charter Application and Annual Renewal packets, which can be found below. Note that the Charter forms posted below are fillable PDF. You have the option to open the file, fill out the form, save the form and email the document (instructions below) OR you may print the form, write in the information and send it to the county Extension office.
Charter Annual Renewal (Word Doc) Updated 2.2018
Charter Application New Clubs Group (Fillable PDF) Updated 2.2018
Charter Application New Clubs Group (Word Doc) Updated 2.2018
4H Group Leadership Information (PDF, 1 page, 258 KB)
Club Web Information (PDF, 1 page, 61 KB)
Determining Tax Exempt Status (PDF, 1 page, 695 KB)
Charter Completion Guide – Resource for helping complete the New/Renewal Club or Group Application
The IRS GEN Determination Letter outlines the accountability, responsibilities, and reporting requirements to maintain the Group Exemption Number.
Clubs and Groups with EEO and ADA guidelines, civil rights laws and accountability of handling 4-H money appropriately including IRS rules. The Charter Completion Guide provides volunteers assistance in completing the 4-H Charter Application and Annual Renewal packets, which can be found below. Note that the Charter forms posted below are fillable PDF. You have the option to open the file, fill out the form, save the form and email the document (instructions below) OR you may print the form, write in the information and send it to the county UW-Extension office.
All of the required documents are located on this page. If you have any questions, please contact Jennifer or Pat.
Pat Wagner, 608-742-9685; firstname.lastname@example.org
Jennifer Evans, 608-742-9687; email@example.com
Completing the 4-H Club/Group Annual Financial Report
You will find many useful resources on this page to help you complete your 4-H Club/Group Annual Financial Report.
This excel document, the Club Treasurers Report will help you keep track of your expenses each month and at the end of the year, will automatically generate the Annual Financial Report, which you can then copy into the charter document. In essence, this spreadsheet is both check register and treasurer’s report. For a club, it is recommended that the youth treasurer and the adult adviser to the treasurer both maintain a copy of this spreadsheet.
If you prefer paper-based accounting, you will find the following resources useful:
The Sample 4-H Club Checkbook Ledger shows how to complete a check register.
The Sample 4-H Club Financial Report for 2012-13 Fiscal Year is an example of what a completed financial report page of the charter looks like. This Sample 4-H club tally chart for 2012-13 Financial Report was used to fill out the sample financial report.
You can use the Tally Chart for the Annual Financial Report TEMPLATE to help you categorize and keep track of your income and expenses. The information can then be entered directly into the financial report page of the charter.
4-H Audit Tools
All 4-H Clubs and chartered Groups must have their financial accounts audited. The reviewer or auditor checks and verifies all financial accounts and activities at the end of the fiscal year or when a new treasurer takes office.