Official Charter Paperwork

The final steps for opening a new Kiwanis club include completing the official paperwork and submitting fees. At that point, Kiwanis International will assign the new club a key number, issue a charter certificate and present awards to be used at the charter ceremony. 

Here are the forms and fees a new club will need to complete or pay. All the items —except for the information sheet — are due to Kiwanis International within 30 days of the club’s organization date. 

New Club info sheet: Report this information online or by fax to the Kiwanis International Office within 24 hours of the organization meeting. That way, our member services department can process your paperwork as quickly as possible to get your club chartered. 

Permanent organization roster: Fill in the names and complete addresses of those who have joined as of the date of the organizational meeting. An official club roster is sent back once the club is processed. 

Standard form for club bylaws: Complete your club’s bylaws and submit them for review and approval to Kiwanis International. Once approved, you will have access to your club bylaws online and can update them at any time.  

Employer Identification Number (EIN): Clubs in the United States are required to report an Employer Identification Number to Kiwanis International at the time of opening. Clubs apply for an EIN with the Internal Revenue Service, which provides the number upon approval.

IRS Form 8976: Clubs in the United States must complete IRS Form 8976 (with applicable fee) to comply with notification of the club’s intent to operate as a 501(c)(4) organization.

New club fees worksheet: Submit fees for new members who have joined (as of the date of the organizational meeting). If applicable, also include district dues. 

This is also the time to consider recognizing and rewarding the efforts of key members of the new-club-opening team by presenting awards at the charter presentation ceremony.

Incorporation: In most areas of the world, nonprofit organizations must incorporate or register themselves with a governmental authority. Clubs have one year from the date on their charter certificate to complete the appropriate paperwork. Review the standard procedure for incorporation, including Form A and Form C, of a Kiwanis club. Contact your district secretary to learn more about the requirements for your area.

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