4-H Tax Information

Making Sense of 4-H Tax Numbers & IDs 

Each year, 4-H clubs and groups are required to submit their Annual Financial Review documentation - and it’s more than just paperwork for our office. These records are turned over to the IRS, audited, and are what keep our clubs in good standing as recognized nonprofit organizations. That’s why it’s so important that reviews are accurate and submitted on time.

Here’s a quick guide to the tax numbers that make all of this possible:

• FEIN (Federal Employer Identification Number): Think of this as your club’s Social Security number for finances. It’s a unique nine-digit number (XX-XXXXXXX) used when opening bank accounts, filing taxes, or receiving donations. Each 4-H club/group has its own FEIN. Example: the 4-H Leaders Association FEIN is 39-1265478.

• GEN (Group Exemption Number): This number shows that our 4-H groups are recognized by the IRS as part of a larger tax-exempt organization. Instead of each club applying individually, we fall under the UWS Board of Regents group exemption. Our clubs use GEN 5968. This ensures donations to our clubs are tax-deductible.

• CES/ES (Certificate of Exempt Status): Issued by the Wisconsin Department of Revenue, this number allows qualifying nonprofits to make purchases exempt from state sales tax. The Wisconsin 4-H Program uses ES 40706, and the Sheboygan County 4-H Leaders Association also maintains a Charitable Organization Credential (#13670-800).
  
  

These numbers are what allow our clubs to handle money responsibly, receive donations, and operate as recognized nonprofit groups under the 4-H umbrella.

W-9s Made Simple for 4-H Leaders 

A W-9 form is a simple document that gives an organization your club’s legal name, address, and tax ID number so they can issue payment correctly. It’s important to know that a W-9 isn’t one-and-done - you’ll need to fill out a new one for each organization or business that provides your club with payment, a donation, or reimbursement. Each group has its own accounting system and must have a W-9 on file before cutting a check.

Example: If your club sells concessions at Acuity and later receives a grant from Fleet Farm, both organizations will ask for a separate W-9 because they maintain their own vendor systems.

However, not every place will require one - some organizations have different payment or donation procedures.

In short:

• Complete a new W-9 for every organization providing payment to your club.

• It tells them who to pay and where to send the check.

• It helps your club receive funds quickly and stay in good financial standing.

Who Can Sign a W-9? 

The W-9 form must be signed by someone authorized to represent the 4-H club or group - typically the club treasurer, president, or another elected officer listed on the club’s current charter.

The person signing is verifying that:

• The information (name, address, and EIN) is correct.

• The club is a legitimate organization under the 4-H/University of Wisconsin System umbrella.
  
  

If the club isn’t sure who should sign, the Extension Office can confirm the authorized person and assist with completing the form.

Quick Tip: Individual members or volunteers should not sign a W-9 using their personal information - these forms are completed on behalf of the club, not an individual.