Local Chapter Annual Reports

The 2025 Annual Report submission process will follow a similar process as last year. Chapter leadership will receive the annual report instructions and the link to their individual chapter folder via email. If you have not received these instructions by December 12, or if you have any questions in general, please contact membership@aphon.org. APHON Local Chapters must submit specific annual reports to inform the Local Chapter Committee about chapter activities and standing during the year.

New This Year

A doodle poll will be emailed (in February) to you and your chapter board to meet with your chapter liaison. These meetings will take place shortly after completion of your annual reports are turned in and will serve to provide immediate verbal feedback on your chapter’s activity report and financial information. It will also include time to strategize initiatives and address any topics for each chapter. Our goal is to provide you with the tools and resources you need for your chapter’s success.

We’re Here to Support You!

For any questions or assistance during the Annual Report submission process, chapter leaders should contact: membership@aphon.org. We will hold APHON Office Hours where you are welcome to join the open line for assistance throughout the Annual Filing process. A calendar invitation will be sent out to all Chapter Leaders and Chapter Liaisons.

APHON Annual Report Open Office Hours – Wednesdays & Thursdays at 5pm ET

Open Office Hour Days	Meeting Link
Wednesday, December 10 Thursday, December 11	Teams meeting link Meeting ID: 379 650 769 737 56 Passcode: re3EG2HE
Wednesday, January 7, 14, 21, 28 Thursday, January 8, 15, 22, 29	Teams meeting link Meeting ID: 386 830 026 749 25 Passcode: 3kP6C9CW
Wednesday, February 4, 11, 18 Thursday, February 5, 12, 19

Submission Deadlines

1099-Misc form information and W-9’s are due Friday, January 9, 2026
All other chapter reporting documents are due Friday, February 20, 2026

Note: The January 9 deadline cannot be missed. It is so that APHON Headquarters can meet the U.S. federal mandate to issue and mail the 1099-MISC form to your vendors and individuals who you paid $600 or more to in 2025, no later than January 31. Failure could result in IRS penalties for your chapter.

Access to Chapter Submission Folder

Each chapter leader and their chapter’s liaison will receive a unique link via email to their respective chapter’s annual reports folder where they will have access to the necessary documents to complete their annual report. The documents are separated based on when they are due:

Folder #1 – reports due January 9
Folder #2 – reports due February 20

For access assistance, please contact membership@aphon.org.

January 9 Reports

APHON Chapter Request for 1099-Miscellaneous Form

Let APHON Headquarters help you complete the federal requirement! The IRS requires that your chapter send a 1099-MISC form to vendors and individuals who received payments for taxable services equal to or greater than $600 within a given calendar year.

This would also include if you paid out grants, scholarships, awards and prizes, rental fees for meeting space or events, speaker fees, honoraria, bookkeepers or consultants, photographers, videographers, caterers, and other types of payments.
If you are unsure whether a transaction falls under this requirement, include it anyway. Our APHON accounting team will help decipher whether it qualifies or not. We will also ask you any questions we might have related to the transaction.

ACTION: If your chapter did not issue any payments for taxable services equal to or greater than $600 to any vendor/individual throughout 2025, please email membership@aphon.org right away stating so. No further action would be required for section 1.1 and 1.2 and you may proceed to section 1.3.

Filling out the form:

Include your chapter name and your chapter FEIN (Federal Employer Identification Number) which can be found on your chapter’s own W-9 form.

Include the name of the individual or business, their complete address, the total amount paid in 2025, and the purpose for the payment. We have provided you with an additional column to help you keep track of the W-9s uploaded in the 1.2 folder (indicated below).

Upload a W-9 from each vendor/individual which includes their TIN (Tax Identification Number – which could be a social security number or a FEIN). If they cannot produce a W-9, provide them with the link to the W-9 form to complete and return to you ASAP. We can’t complete the federal requirement without this, and we need a new one each year.

APHON Headquarters will issue the form for the chapter direct to the vendor/individual by the U.S. federal postmark deadline of January 31. The vendor/individual then includes the provided 1099-MISC form with their annual tax filing.

1.2 Upload IRS Form W-9 for each Individual or Business

Every business operator will be able to give you a W-9 form. If they cannot produce a W-9, provide them with the link to the W-9 form to complete and return to you ASAP.

Upload a W-9 for each vendor/individual listed on your 1099-MISC request form using the ‘Upload’ button on the navigation bar in the folder. This will allow you to upload the document from your computer.
The W-9 should be signed (digitally or by hand) by the individual or business.
Incomplete W-9 forms will not be accepted.

ACTION: Once you have completed this form and have uploaded all W-9s from your vendors and individuals that received payment of $600 or greater, please email APHON Headquarters at membership@aphon.org.

1.3 Your APHON Chapter W-9

Please provide your chapter’s most up-to-date W-9. While the information on your W-9 might stay the same, it should be signed and dated on an annual basis. If you are receiving any funds from sponsors or donors, you should provide them with your W-9.

We have provided a blank form for you to fill out. This is the version revised by the IRS in March of 2024. You may also refer to your most recent completed W-9.
Line 1 is your legal chapter name.
Line 3a check corporation.
Line 5-6 use your Illinois address. All chapters have been moved to APHON’s Chicago address care of MCI USA:

233 S Wacker Drive, Suite 4400
MCI USA
Chicago IL 60606-6322

Part I – Taxpayer Identification Number (TIN) – enter the chapter FEIN.
Part II – Signature should be the chapter president or treasurer and can be signed digitally or by hand.

Pro Tip: Keep this document on file for your records. When are receiving funds from sponsors or donors, you should provide them with a copy of your W-9.

ACTION: Congrats! You’re done with the first part of the annual report process! Email APHON HQ at membership@aphon.org and your chapter liaison to let us know you’ve completed the first folder.

Don’t delay on getting started with Part 2.

February 20 Reports

2.1 – Chapter Financial Report (Choose Revenue Less 50k or Over 50k, not both)

The chapter financial reports provide a year-end summary of the chapter’s financial transactions so that the APHON Headquarters office can file your annual IRS tax forms for you. Financial reports must be submitted in an Excel document as provided. PDF files or handwritten forms will not be accepted.

2.1a – Revenue Less Than 50K – We will file a Form 990-N (e-postcard/electronic filing) for you (this is most common):

Income Statement – List the chapter’s revenue and expenses.
- Include all revenue received including any advertisement sales, donations and contributions, fundraising and raffles, interest income, meeting fees, membership dues, sales from products or events, sponsorship and any other revenue with the purpose of that revenue.
Federal 990 Details – provide your chapter’s name and contact information to grant APHON access to your 990. Verify the income amount for the year 2025.
Bank Accounts – Please conduct a health check of your bank accounts and who has access. There should be at least two individuals on every financial account. It is easy to forget to update accounts so please use this as a reminder to validate what accounts the chapter has and that elected board members have access as signers. No one from APHON Headquarters needs to be signers on the account if you have multiple signers.
Provide a copy of your December Year-End Bank Statement- to do so, log into your bank account and search up “statements”. There you should be able to request a December bank statement through PDF. If you have a paper copy, please scan it and upload it to your chapter folder. You can also send it to membership@aphon.org.

2.1b – Revenue 50K or Greater – We will file a Form 990 (this is less common):

Balance Sheet/Statement of Financial Position – List the chapter assets and liabilities. Any cash, investments, revenue received and expenses for the year.
Income Statement – List the chapter’s revenue and expenses.
- Include all revenue received including any advertisement sales, donations and contributions, fundraising and raffles, interest income, meeting fees, membership dues, sales from products or events, sponsorship and any other revenue with the purpose of that revenue.
Federal 990 Details – provide your chapter’s name and contact information to grant APHON access to your 990. Verify the income amount for the year 2025.
UBIT – This is to detail what the IRS calls Unrelated Business Income Tax. It is for commercial activities that the IRS does not consider related to a charitable mission such as advertising or merchandise sales. For example, selling chapter logo stickers would be UBIT. If you are unsure, add it to the list and the accountants will confirm.
Bank Accounts – Please conduct a health check of your bank accounts and who has access. There should be at least two individuals on every financial account. It is easy to forget to update accounts so please use this as a reminder to validate what accounts the chapter has and that elected board members have access as signers. Please also validate that the name on the bank account is the same as the name on your W9. No one from APHON Headquarters needs to be signers on the account if you have multiple signers.
Provide a copy of your December Year-End Bank Statement- to do so, log into your bank account and search up “statements”. There you should be able to request a December bank statement through PDF. If you have a paper copy, please scan it and upload it to your chapter folder. You can also send it to membership@aphon.org.

2.2 – 990 Authorization Form OR 990 Release Form (U.S. chapters only)

All U.S. chapters must sign the 990 Authorization form in order for the APHON Headquarters staff to complete and submit the chapter’s U.S. tax forms. This form must be filled out and signed by an officer. APHON will not be able to process the chapter’s tax return without the form being submitted.
APHON chapters that do not wish for APHON Headquarters to prepare and submit their 990 tax forms need to submit the release form. This form states that the chapter plans to file the tax return independently. This is very rare.
APHON will complete the chapter U.S. tax forms based on the information provided on your financial reports.
British Colombia Chapter – You may skip this section since you are based in Canada.

2.3 – Chapter Activity Report

The chapter activity report provides a summary of the chapter activities over the past year. This report is meant to describe all the amazing activities that your chapter has accomplished. It also helps inform us where chapters need additional support and resources.

Chapter Address – The chapter’s legal address is in Illinois, but please provide the mailing address where you do local chapter business. This is typically the president’s address.
Chapter Phone Number – This is typically the president’s number.
Chapter Dues – Note your annual dues and if this has increased or if you plan for an increase.
Summary of Activities – Please fill in the guided questions – let us know why your chapter is award worthy!
Leadership – These are new questions. Help us understand your strengths and challenges when it comes to inspiring people to take on roles.
What’s on Your Mind – Share celebrations, issues or concerns.

ACTION: We can’t wait to hear all of the amazing accomplishments your chapter has achieved this year. Let your Chapter liaison know that you’ve completed the chapter activity report so they may begin reading it.

– Chapter Membership Roster

The chapter membership roster provides a list of current members of the local chapter. The chapter membership roster should be submitted in an excel format, as provided.

All pediatric hematology/oncology nurses must be an ‘Active’ APHON member to be eligible to be a member of a local chapter.
Non-pediatric hematology/oncology nurses or other disciplinary professionals may be associate members of the local chapter. Associate members are not required to be ‘Associate’ members of APHON.
Any pediatric hematology/oncology nurse that is not a member of APHON is considered a guest participant of the chapter. Guests are not entitled to member benefits of the local chapter.

APHON Headquarters will help check your membership lists against our database.

A listing of APHON members in the chapter’s region can be provided to the chapter on request. Due to data privacy laws, the individual requesting the data must be a board member and complete the Chapter Leader Confidentiality Agreement Form.

2.5 – Board Report

Local chapters are required to provide an updated report following the election or appointment of new board officers and directors. While submission of this report is required during the February 20 reporting cycle, it may also be resubmitted anytime throughout the year when there is a change in the chapter leadership.

The information on this report will be used to file the chapter’s annual report with the State of Illinois. Illinois requires a minimum of five names. Please connect with your chapter liaison if you do not have five names to include.

2.6 – Local Chapter Group Subordination Filing Permission for Tax-Exempt Status

Do you want to continue to be tax-exempt from federal income tax? If yes, fill out this form.

In September, APHON Headquarters must submit a listing to the IRS documenting our subordinate chapters. This filing allows the IRS non-profit tax-exempt status that has been granted to APHON to be extended to our chapters.

On the report Headquarters must list the chapter name, the FEIN, the president’s name and street address and confirmation that we have your written verification to include the chapter.

If you do not complete this form, then one of two things happens: 1) the chapter must pay income tax or 2) file independently for a non-profit tax status.

2.7 – Chapter Bylaws

We continue our initiative to update every chapter’s bylaws based on the new template. Please upload your most current version of your chapter bylaws.

The APHON Chapter bylaws have been refreshed to align with the State of Illinois requirements, to align with APHON HQ bylaws, to ensure clarity on good governance and to implement change recommendations from the APHON attorney. All chapter bylaws will undergo this process and we will reach out to you with next steps as we work with each chapter liaison.

Final Steps & Review

ACTION: WOO HOO! You’ve completed the annual report process! Please notify APHON HQ (membership@aphon.org) and your chapter liaison. We will review the contents of the folders to ensure accuracy and completeness.

Thank you for all of your hard work and dedication!