New Annual Reconciliation Form Introduced

After a year of work and two workshops, the Registration Education & Reporting Committee is pleased to introduce a new Annual Reconciliation Form for usage in reporting membership reconciliations for the 2010 year and for future years.

This project grew out of a need to:

1. Standardize the reporting of membership data from the various state and international societies
2. Reduce the number of man hours needed by the National Office Staff to complete the reconciliation process each year.

To meet the stated objectives of the committee, the new Reconciliation Form was developed as an Excel Workbook.  The workbook contains a cover sheet and tabs for data entry based on the specific membership category.  The form is set up to calculate membership totals based on the data entry.  This data entry can then be compared to the reports available on the National website. 

Besides providing a standardized format for reporting all the changes in membership year over year, the new Reconciliation Form also calculates the amount of dues that the society owes to the National Office.  In future years, the form can be updated to include any changes in dues or membership categories.

The new form can be found on the National Society’s website in two formats.  The first format is for all state societies to use.  It is set up so that the national dues amount is already in place and the final remittance due will be calculated.  The second format is available for chapters to use in reporting their membership to their respective state society if the chapter collects dues to be forwarded to the state and eventually national society.  On this form, the chapter will need to enter the combined amount for both state and national dues for the amount to be calculated. 

The committee also developed a written set of directions that explains how to use these new forms.  These directions are also available on the National website.  Both formats and the directions can be found via the links below this announcement and through the NSSAR Forms tab, elsewhere on the National website. To find them in the forms section, follow these steps:

1. Click on the "Compatriots" tab
2. Select "NSSAR Forms"
3. Using the drop down menu, change the form type to "Secretary's Forms"
4. Click on the "Apply" Button
5. The page will now show the forms below.

We have also provided a quick link to the forms here:

• Instructions
• National Reconciliation Format

Since this Reconciliation Form is new, the committee has agreed to serve as mentors during the first year the form is in use.  This mentoring will be through requests to assist specific state societies through their respective Vice President Generals to the chairman of the committee.  The chairman will then contact a committee member to then work with the respective society.

As a note, the deadline for returning the reconciliation reports remain the same as in previous years: 31 January 2010. 

Steve A Leishman        Harry M Fife Jr
Registrar General        Committee Chairman