Internal Financial Control Documentation (Forms 990-N or Postcard Filers)

Exhibit 1
633 FW 1
Page 1 of 2
Quarterly Reviews, Annual Reports, and In-Depth Reviews
Following are descriptions of the required reviews and reports for Friends organizations:
Quarterly Reviews:
During regularly scheduled board meetings each quarter:
1. Friends board members and key staff should verify contact information.
2. Key Service employees should verify contact information.
3. Friends groups should review financial reports that compare actual to budgeted
expenses. Project Leaders, Friends Liaison, or both should be present during these
reviews.
Annual Reports:
Each year, Friends groups will be required to submit the following information to the Service:
1. Identifying information (field station name, Regional office, Friends group name, name
and email of person reporting).
2. Number of members (if applicable).
3. Year the organization’s most recent 990 was filed.
4. Total revenue (from most recent 990).
5. Total expenses (from most recent 990).
6. Total amounted donated to the Service.
7. Description of donations to the Service.
8. Accomplishments and highlights.
Information will be collected once annually, but figures should reflect the Friends group’s most
recent IRS Form 990 filing. The form will be provided digitally.
Annual In-depth Reviews
Five to ten Friends Groups will be selected each year for more in-depth review of financial
information and operations. Groups will be selected by Regions to reflect the diversity of Friends
organizations. Reviews will be conducted by Headquarters and Regional staff.
Process:
1. Service staff will retrieve and review the past 5 years of IRS 990 forms submitted by the
organization.
2. Service staff will review the Friends Partnership Agreement and up to 5 years of annual
reports to ensure programs and projects are consistent with the activities outlined in the
Friends Partnership Agreement.
3. Service staff will review any additional agreements (Supplemental Agreement,
Fundraising Agreement, etc.) to ensure consistency.
4. Service staff will meet with the Friends Board of Directors to discuss internal financial
controls:
a. Collections (Who receives money? Where is it stored? Who is authorized to
handle funds?)
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FRIENDS ORGANIZATIONS

Exhibit 1
633 FW 1
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b. Deposits (Is there a separation of duties between collections and deposits? Who
confirms?)
c. Expenditures (Who can authorize expenditures? Under what circumstances? Is
more than one person’s approval required?)

The Office of Management and Budget (OMB) has approved the information collection requirements
contained in this exhibit and assigned OMB Control Number 1018-####. Federal agencies may not
conduct or sponsor, and a person is not required to respond to, a collection of information unless it
displays a currently valid OMB control number. Direct comments regarding the burden estimate or any
other aspect of the information collection to the Service’s Information Collection Clearance Officer,
U.S. Fish and Wildlife Service, U.S. Department of the Interior, 5275 Leesburg Pike, MS: PRB (JAO/3W),
Falls Church, VA 22041-3803, or via email at [email protected].

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