Frequently Asked Questions (FAQ) for OA Group, Intergroup, and Service Board Treasurers

Many smaller groups find that it is easier to keep everything on a cash basis and have the treasurer get money orders as needed. However, if checks are ever put into the Seventh Tradition collection, a bank account is necessary. Checks should always be deposited promptly and never passed on as partial payment on a group literature order to the World Service Office. A bank account also helps the group keep track of the money, as group members and treasurers come and go. See more information in the “Descriptions of Service Responsibilities: Treasurer” section of the OA Handbook for Members, Groups, and Service Bodies.

The tax ID for Overeaters Anonymous, Inc., covers only the World Service Office, the World Service Business Conference, and the Board of Trustees. It is not available for use by any other service body.

Contact your intergroup/service board. They may have a tax ID that covers all the affiliated groups. If not, your US group must apply for one with the Internal Revenue Service (IRS). The required form is SS-4, Application for Employer Identification Number. You can print out a form at https://www.irs.gov/pub/irs-pdf/fss4.pdf. You can also apply online at https://sa.www4.irs.gov/applyein/. When asked for the type of business, select “Other” and write in “Volunteer group,” or view additional types and select “Community” or “Volunteer group” if applying online. The remainder of the form is fairly straightforward.

The non-profit status of Overeaters Anonymous, Inc., covers the World Service Office, the World Service Business Conference, and the Board of Trustees. The World Service Office can provide a letter explaining this and stating that your group is registered with Overeaters Anonymous. Some banks may find this satisfactory, others will not. Some intergroups have their own non-profit status, which may include the affiliated groups. In general, it is not practical for a group to apply for its own non-profit status. The paperwork is challenging and usually requires the assistance of a lawyer and a certified public accountant to complete.

Your group can use any type of cash receipt book available where office supplies are sold. However, money given to the group is generally not going to be tax-deductible, and group leaders should never give the impression that it might be. In the US, only contributions to a non-profit organization with 501(c)(3) status are tax-deductible. As stated in question four, most groups are non-profit, but do not have 501(c)(3) status.

As each group is autonomous, this question would be best asked in a group conscience meeting. Some group treasurers use their personal checking accounts and others purchase money orders.

This varies and is a matter of group conscience. Most service positions at the group or service body level are one- or two-year positions.

As treasurer of your group, you will be responsible for either purchasing literature or reimbursing members who purchase literature for your group.

A group conscience is often agreed upon before any purchases are made.

A prudent reserve is an amount of money set aside that can be used to meet operational expenses if contributions decrease. The World Service Office has a policy for their prudent reserve “not to exceed one year’s operating budget plus outstanding liabilities plus one-time capital expenditures.” Each service body can establish its own prudent reserve policy. It’s common for a prudent reserve to cover a three-month period. Refer to the Budget Guidelines for Service Bodies and Fundraising and Prudent Reserve Guidelines on oa.org.

Your group should decide this, keeping in mind their prudent reserve requirement. Many groups have chosen to send donations quarterly. Often, donations are split using a 50/40/10 formula, with 50% of contributions to intergroup/service board, 40% to the World Service Office, and 10% to region. As with frequency of contributions, this is a matter for your group conscience.

Your intergroup / service board treasurer can get actively involved with all the group treasurers so that oversight of group contributions is easier. Voicemail or email contact can facilitate this process. The intergroup treasurer can visit non-contributing meetings, share about self-support, and read from the Seventh Tradition of OA pamphlet. Groups that do contribute should be sent acknowledgements or thank-yous for their contributions. Read the Fundraising and Prudent Reserve Guidelines for more information.

Some intergroup / service boards follow the IRS guidelines for charitable mileage reimbursement. The expense policies are established through group conscience at an intergroup meeting. Looking at past expenses for travel may help the intergroup/service board set some boundaries, and the intergroup / service board treasurer may be able to share what other intergroup / service boards have done with their travel policies.

A finance committee could be created. This could include your treasurer and two other group members, who will review your financial records every three months.

A ledger to record all income and expenses would be a great way to start. Documenting all transactions will allow reviews to be conducted easily, and future treasurers to step into their new role easily.

There are many ways to increase contributions within a service body. Many groups have had a Seventh Tradition skit performed at their meeting. Some intergroups have fundraising events like clothing exchanges, basket drawings, garage sales, gratitude pledges, etc. Sharing the Seventh Tradition of OA pamphlet with the topic of self-support is a good meeting theme. Monthly intergroup/service board newsletters can print articles about self-support, fundraising efforts, and information on how contributions are used within intergroups, regions, and the World Service Office. For more ideas, read the Budget Guidelines for Service Bodies and Fundraising and Prudent Reserve Guidelines at oa.org.

The following is the World Service Office’s response to questions about liability insurance:

In order to protect the autonomy of OA meeting groups and service bodies, the Board of Trustees has decided not to purchase liability insurance coverage for any entity other than Overeaters Anonymous, Inc. However, our insurance agent has provided us with information to assist groups and service boards when the need for liability insurance arises. Contact the World Service Office for further information.

1. Meetings requiring a certificate of insurance for their meeting location:
   1. Meeting member should contact the location’s insurer (agent) and request to be placed on the location’s policy as an additional insured. It is possible once the group explains about their lack of funds the agent will waive the need for any certificate of insurance. Otherwise, the cost would be much less than for a separate liability policy.
   2. One member of the meeting may contact his/her homeowner’s insurance agent and ask for a business endorsement on their homeowner’s policy. Costs for this would also be low. However, the group is relying on the member’s continued participation.
   3. A group can work with other groups in the intergroup to purchase a certificated policy to provide certificates of insurance for all meeting locations requiring one. Cost may be based on the number of locations requiring certificates. Fees will be charged for premium and for issuing the certificates of insurance. (See number three below.)
2. Intergroups requiring certificate of insurance for an event:
   1. The intergroup should have their liability insurance agent add events to the definition of general intergroup operations. Therefore, the event(s) would be covered under their general liability policy.
   2. The intergroup can contact the insurer of the event location and request to be placed on the location’s policy as an additional insured.
   3. Separate event insurance can be purchased. Costs will vary significantly, depending on the length of event, number of attendees and type of event. Contact a business insurance agent and request event insurance.
3. Intergroups requiring liability insurance to cover affiliated meetings:
   1. Intergroups can contact a local business insurance agent and request information and pricing for liability insurance coverage for the intergroup with certificated policies for its affiliated OA meeting groups.

You can also read the “Insurance Requirements for a Group or Service Body” section in the OA Handbook for Members, Groups, and Service Bodies.