Local election season
is upon us
Early last month, the Special Circular and How To Hold Elections was sent to you by mail.
If you did not receive them by mail, please use TD Connect or the SMART app to ensure your contact information (phone, address, email is current).
As a reminder, nominations should be taken this month for the positions listed in the guide, and for any other vacant positions your Local needs to fill.
Additionally, all elected officers should visit our website and register in the Member Portal. Doing so will allow you access to member-only content, including the Local Toolbox and SMART University.
If you have any questions related to conducting elections, please contact Ralph Leichliter, senior assistant to the Transportation Division president, at 216-227-5285 or by email to rleichliter@smart-union.org.
Tracking Local expenses
Proper record keeping is an important aspect as a treasurer. The Local Expense Claim form is an important tool in your arsenal.
Officers requesting reimbursement should complete the expense claim with as much detail as possible. Expense claim summaries, with attached receipts, bills, mileage records, etc., shall be kept with the Local’s records.
These records are subject to be reviewed by the membership, trustees, personnel at the SMART-TD headquarters, IRS and the Department of Labor, so keep your records tidy!
For more information on documentation for disbursements, please review Required Documentation for Disbursements.
Questions about the Treasurer’s Annual Report (TAR) and local surpluses
Q: What is the Local’s surplus?
A: The Local’s surplus is the monthly “TD payment to Local.” You will find this amount on the monthly eBill Final Statement. This is comprised of Local and LCA dues, along with any overage collections.
Q: My eBill has been certified, but the funds were not deposited. Why?
A: A common reason funds are held is because SMART-TD has not received the Local’s Treasurer’s Annual Report (TAR)
Q: I have turned in my reports, when will the funds be released?
A: It can take up to three weeks for the funds to be deposited in the Local’s bank account.
What is Form OE-1a and why is it important?
Form OE-1a is used to report creditable service and compensation for local units of national rail labor organizations covered under the Railroad Retirement Act (RRA).
Local lodges, divisions, unions, and federations, along with district councils, should report only employees who were previously in an employment relation with a railroad carrier and whose earnings were $25 or more per month.
- Guide to Form OE-1a (PDF)
- Form OE-1a (PDF)
- Instructions to Form OE-1a (PDF)
Social functions/charitable contributions
The TD President’s Department issued an updated memo regarding social and charitable contributions on June 12, 2023.
Disbursements of this kind totaling less than $1,600 must be approved using the two-meeting process outlined in Article 21B, Section 48 of the SMART Constitution.
Spending of this kind totaling more than $1,600 must be authorized via a secret ballot mail referendum vote.
Disbursements of this kind cannot be made from any LCA fund and cannot jeopardize the condition of the Local fund. Holiday parties fall under this category.
If you planning a holiday party, the first meeting in the two-meeting process should ideally be in September. If spending $1,600 or more, it requires a mail referendum vote. Ballots can be prepared/mailed following the first meeting.
Important dates
By Oct. 20 —
Monthly eBill due to TD.
Before Oct. 31 —
• Quarterly Form 940 (FUTA) taxes must be deposited (FICA only) via EFTPS. [More info]
• Upload WinStabs backup data to TD Connect. [More info]
• OE-1a report due. [More info]
• Monthly Form 941 taxes due via EFTPS. [More info]
By Nov. 15 —
• CT-1 taxes [More info] and 941 tax deposits due. [More info]
By Nov. 20 —
Monthly eBill due to TD.
By Dec. 15 —
• CT-1 taxes [More info] and 941 tax deposits due. [More info]
By Dec. 20 —
Monthly eBill due to TD.
It is recommended to E-file quarterly/annual returns for 940, 941, 941x, 944, 990, 990EZ & 8868 forms online using the E-file process. This ensures that the correct versions of forms are always used, prevents unnecessary consequences when returns are lost by the USPS or IRS, and ensures that forms are accepted by the IRS. It minimizes the hassle of filing tax returns significantly!
Locals must use an IRS approved E-file provider such as:
- Tax Bandits (recommended)
- Express E-File
The Local Treasurer must set up the account for the local and the login information should be passed from treasurer to treasurer so that past forms can be accessed for the required retention period. Locals who E-file must submit the acceptance letter with the E-filed form to SMART TD via localreports@group.smart-union.org.
The cost for filing forms starts at $3.99 depending on the E-file provider. This is comparable to the cost of sending in returns via certified mail.
Follow the linked image above for a PDF of the essential guide to keeping track of your local’s finances.
Local support: If you have questions, we can get you answers!
— Get help on your time — Book an online support session
— Visit the Local Toolbox on the SMART TD website for guidance on getting the job done!
— Call the Local Support Help Desk at 216-227-5444 during normal business hours (Eastern).
— The After Hours Help Desk (216-227-5280) also is available to answer your calls on select days outside normal business hours Tuesdays, Wednesdays, Thursdays and Sundays from 6:00 p.m. to 10:00 p.m. CST.
— Email fshelpdesk@group.smart-union.org to schedule an appointment.
Updated docs/vital links
Have you visited SMART University yet?
Are you a new S&T, or would like to brush up on your WinStabs skills at your convenience? SMART University has short modules about the program to enhance your knowledge.
Form W-2 — Business Services Online (BSO)
vs. TaxBandits
If you use the Social Security Administration’s BSO to file W-2s, make sure to update info and be prepared ahead of time! These forms are due January 31st.
After you register with the BSO or for any new BSO service, the Social Security Administration will mail you an activation code to complete the process. This includes those submitting W-2 and W-2C reports.
This extra layer of security is to ensure your information is safe and secure. The activation code is mailed to the business address registered with the IRS.
Is your address on file with the IRS?
Have you submitted Form 8822-B to change the responsible party?
This can take up to eight weeks to process. If so, you will usually receive the activation within two weeks. You will not be able to report wages to the SSA until you have entered the activation code to complete the registration process. We recommend registering for BSO before W-2 reporting season in January. This will ensure you are in compliance before submitting W-2s.
Here’s a video about how to use SSA’s free W-2 online website.
An additional streamlined option is to file W-2s using TaxBandits.com.
What are the pros & cons to using BSO vs TaxBandits?
- BSO is free! TaxBandits fee starts at $2.75 per W-2.
- BSO requires your personal information, including Social Security number to register for services. It also can be delayed due to the activation code.
- TaxBandits will save your reports for seven years with easy access to reprint.
- TaxBandits does not require an activation code.
- TaxBandits will mail the W-2s and allow the recipients to access their copy electronically.
- TaxBandits will allow you to file state W-2s, if required.
Once you have a TaxBandits account, you can also submit other IRS forms through the eFile process and skip the post office. You also get an acceptance letter via email and can confirm the IRS has the filling.
The year’s winding down — we can help!
Have you found yourself a little behind and need to get caught up? We are here to help!
We encourage you to schedule an appointment with the Help Desk to complete your 2023 records ahead of the new year when reports are due.
The Local Support Department would like to wish all our officers, members and their families a happy and safe holiday season. Thank you for your service to this organization and our members.