Online Induction System
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Frequently Asked Questions for the Faculty Advisers

  • What are pre-signed certificates?

    Central Office is prepared to support digital signatures, either for the Faculty Adviser only, or also to include the chapter President and Secretary.

    Central Office provides the ability to order pre-signed certificates on two levels:

    1) Signed by two Society officers with no local signatures required – of particular value when the chapter has large groups of new members or several inductions throughout the year. This option is available at no charge to all chapters – simply indicate the choice on the Membership Order Form.

    2) Signed by the Chapter – Two approaches are possible: (1) only the faculty adviser’s signature, which doesn’t have to be changed very often, or (2) include the chapter president and secretary. For either choice, the cost of this service is $50 each time we create or modify the special template for your chapter.

    SEND SIGNATURES:

    If you wish a custom template, then send us the chosen number of signatures as graphic attachments files. Please identify each signature with the title of the position.

    EMAIL THE REQUEST:

    Even though you might mail us media, we need an email from the Faculty Adviser to serve as an order form and authorization to invoice.

    A sample certificate will be printed, scanned, and emailed to you as a PDF for your review and approval.

    Remember: If you include the chapter officers, then the signatures may need to be renewed each time the positions change. This will incur the same $50 charge.

    We provide this service where the economics vs the logistics of people signing a stack of certificates makes sense to the chapter.

  • How do I pick up the reins from an absent faculty adviser?

    Please contact Central Office as soon as you can. We will be happy to provide an audit of the chapter’s status and review recent emails and let you know as best we can. Contact the chapter’s officers for what might be in progress that we would not yet know about.

  • How do I order supplies?

    Certain supplies are free to chapters in good standing: complete Membership Invitation Kits; or, partial Membership Invitation materials; and, Society posters to display throughout the campus.

    Other supplies may be purchased with free UPS-Ground shipping. Faster shipping is available at the chapter’s expense. See the . Although it is a Microsoft Excel processing form, be sure to save it onto your computer before entering information.

  • What Reports have to be filed?

    No chapter is required to file reports to the IRS. Because the Society maintains a Group 501(c)(3) exemption, each chapter must file two reports each year with Central Office – an Annual Report and a Financial Statement, no later than September 30. Both are simple to complete and can be found under the Forms button. If it will be helpful to you, we can provide copies of the prior-year’s reports.

  • How much time does it take to be a Faculty Adviser?

    Actually, this is a whole other subject! Basically, the student-officers are to do most of the work each year. YOU are the “adviser.”

    Here is a separate section of ideas and what has worked for other faculty advisers.

  • What are the contents of Membership Invitation Kits?

    A full kit consists of a “Dear Student” letter from the National President; a copy of the Matter of Honor brochure from ACHS, the Association of College Honor Societies, explaining what an international honor society is about; a benefits flyer; and a two-sided, 9×4, DMD information card that explains the Delta Mu Delta Honor Society.

    Invitation Kits may be ordered complete, or its individual parts on the Supply Order form. There is no need to obtain an exact quantity – round up and be liberal – there is no charge for Invitation Kits.

    If you order the Invitation Kit, it will come with this Cover Letter to help explain the contents.

    Detailed in the cover letter is:

    • Contents of the Invitation Kit
    • Contents of the entire invitation package as you send it to each student, and
    • Contents of each Membership Kit when you receive your membership order.

    This should complete the picture EXCEPT that your online (or physical) invitation to the student must include the Membership Data Profile form, MDP, so that you receive complete information along with the student’s payment. You can find the MDP Form here.

    If your Induction Ceremony is online, then you may want to send the complete PDF or just the URL to the complete PDF.

    Each of these items can be ordered individually if the chapter wishes to assemble their own invitation packet.

    Further, the brochure, info card and benefits flyer will also be included in the Member Kit since not all chapters order these items.

    Note: A chapter must include other items if the invitation is to be mailed to eligible students. A letter from the Dean, Department Chair, and/or the Faculty Adviser adds the personal touch and should include details of the local requirements, the amount of payment, and the time and place of the induction ceremony. Also included should be a copy of the Membership Data Profile Form for the student to complete and return with their payment.

    All is explained in greater detail in the Chapter Guide.

  • How do I get my chapter’s Federal EIN?

    The Federal Employer Identification Number, FEIN, is requested from IRS as each chapter or co-chapter is installed. Central Office then reports to IRS within the Society’s Annual Report, which is in additional to our 990 tax filing. All FEIN numbers are on file in Central Office. Just send us an email or call and ask.

  • Where do I find a W9 form?

    Depends on who is asking and why. When your school pays an invoice sent by Central Office (this assumes that the school manages the chapter’s account), this will serve to let them know that a 1099 form does not need to be issued to DMD at the end of the year.
    If they wish to receive a W9 from Central Office, here it is.

    You must date it.

    If your vendor is requesting one for your chapter because the chapter is going to place an order with them, then you will have to download the blankform from the IRS web site and complete it with the chapter’s FEIN.

  • Is DMD exempt from Sales Tax?

    Sales tax is a separate issue for each state – usually an organization must apply to their state for a specific exemption. Having a copy of our 501(c)(3) IRS letter might help, but there is nothing automatic about it. Although we are a not-for-profit corporation, each state applies its own definition as to how/whether that will apply. If the school is willing to make the chapter’s purchases, then the school can provide their sales tax exemption #.

  • How do I decide which students are eligible?

    Although you work with the Registrar’s office to obtain lists of students sorted by GPA, the amount of work can be greatly simplified if your administrative system supports some form of a query language. Still, it can be complex. Here is an example.

    Eligibility

    The following is a guide to assist the Faculty Adviser and Registrar in qualifying students for membership while complying with National and Chapter Bylaws:

    The culling process for inviting students can be fairly complex for a given College or University.

    If a chapter inducts undergraduate, graduate, and doctorate students, the query should consist of separate steps for each: one for Juniors, one for Seniors, one for Graduate students and one for Doctorate students..

    1. Define the size of each class of business students. Juniors to Juniors, Seniors to Seniors, and those graduate and doctorate students who have completed one-half of the course work.
    2. Determine the cut-off GPA for each class to stay within their upper 20%.
    3. Eliminate any that might fall below the Society minimums of 3.25 for undergrads and 3.60 for graduate and doctoral students. Apply the GPA defined by the chapter’s bylaws, if higher than the Society minimums.
    4. Eliminate any with less than 24 hours {or equivalent} of residency.
    5. Eliminate any who are already DMD members.

    While this is comprehensive, it will be thorough.

    Your invitation letter can eliminate existing members with graceful wording. Or, the requested mailing labels could be manually culled to remove existing members. Ideally, the member’s school record has been tagged to identify DMD membership and the tag can be exempted during the selection.

    There can be exceptions to the residency requirement – where the transfer credits were earned at a school having a DMD chapter or which has 4-year ACBSP accreditation. This would likely have to be handled on a case-by-case basis.

  • How can I induct our online students?

    More universities and colleges are acquiring a significant proportion of online business students and it’s important that this contingent be fairly treated when selecting eligible students to invite to membership.

    FIRST, ascertain that these students are in the same accredited business program that permitted the installation of your DMD chapter. If you need help for this step, call Central Office.

    SECOND, select the style of an induction ceremony. Online inductions depends in part on the capabilities of your system – if ITV, is the interactiveness to the level of an individual student. If simple or sophisticated “chat rooms” just develop a list of eligible names against which you can compare the responses as they reply. The “oath” is an essential part of the ceremony and should not be replaced with merely mailing the membership kit to the student.

  • Why “Adviser” rather than “Advisor”?

    In the early 90’s, the Society went through its documents and standardized on “adviser” as the preferred usage. That’s the way it currently appears in all our documents.

    If you search on the web with “define: adviser” you will find mostly academic usage. The same search for “advisor” will produce some financial references in addition to some of the above. Thus, our choice to standardize on the first spelling.

  • Purchase Orders

    All chapters in Good Standing, have an open 30-day account with Central Office.  When you send in a Membership Order Form along with the matching Member Data Profile Spread Sheet, we process the order within a few business days (often one day, except in Spring).

    When we ship your order, an email will be sent to you with the contents and tracking information, and an invoice will be attached.  Hold onto the invoice until you can verify receipt of the order.

    So, when you have constructed your order, send it to us. Then, complete a P.O. request to your own administration and specify that the PO be sent back to you – not to us.  Don’t wait for the PO to send your order on our forms.

    When you receive our order compare the PO to what is received and perform the function of Receiving for your institution: (a) indicate that the order materials were received, and (b) send our invoice and your copy of the PO to Accounts Payable.

    Payment options are explained here. Link.

    To repeat: save much processing time in both directions and do not wait for the PO to come to you before sending the order to us.

    As always, if you have any questions, just call Central Office.

  • EFT Payments to DMD Central Office

    You may be using some type of bill-payment system that requires the U.S. ACH system.
    For that purpose, here is our Universal Payment Identification Code:

    FOR ACH: Routing or transit number:  ABA 021052053,   Account number 41800473


    If paying by a Wire Transfer, please contact Central Office.

    Wire transfers are subject to a $10 Incoming Wire Fee, so please add that to your invoice amount.

    Thank you.

  • Payment Methods to Central Office

    There are several methods of making payments for an invoice from Central Office beyond the standard opening of a financial institution (“bank”) account and writing checks. Some of them will require the same documentation as any bank, but we list them so that the choices are understood – and add some of the “catch-clauses” where relevant.

    Most banks require several of the supporting documents, if not all of those listed in the advice offered within Opening a Financial Institution Account. Even an option like PayPal is becoming more restrictive as the terrorists continue to try to work their way around the agencies tracking their funding.

    All international chapters must deal with rate exchange, regardless of the method of payment. Please keep that in mind as you read on. All payments must be USD, United States Dollars.

    * Bank check, Savings Loan, Credit Union, money order, or cashier’s check.

    * EFT, Electronic Funds Transfers. Our ACH & Wire account information can be found here – Link

    * PayPal is extremely practical for North America, but may not be available in all countries (your country may offer a competitive alternative). This service accepts payments from your students and permits payment to third parties, like Central Office and for other invoices. Requires a service fee.

    * Charge Card payments can be arranged when you provide the appropriate information to Central Office. However we add a 3.5% fee to offset our costs for processing payments in that fashion. On the plus side, currency exchange differences are handled automatically.

    All chapters in good standing have an open account with payment terms of 30 days of receipt of the electronic notification of shipment – which will include an attached invoice with shipping charges. Should a chapter abuse their open account and expect the rest of the Society to bear the burden of sustaining their extended balances, they will be placed on a pre-pay basis.

    Pre-pay – chapters with a poor payment history may be notified that they are being placed on a pre-pay basis. Their open account is no longer available. Pre-payments may utilize any of the above methods. A reasonable estimate of shipping costs must be included in the prepaid amount.

    For additional assistance for anything not covered here, contact Central Office.

    IF your institution requires the use of Purchase Orders, do not send them to Central Office, with or without our required forms. Here is the suggested method of handling your purchase orders internally. Link

  • Please explain how DMD handles tax filings?

    This position paper explains:

    • (a) who has to file with IRS;

    • (b) what the reason is for chapter reports; and,

    • (c) how does this protect our 501(c)(3) tax exemption status?

     

    Taxes & Tax Reporting

    Delta Mu Delta Honor Society, DMD, is a 501(c)(3) not-for profit corporation.  Incorporated in the Commonwealth of Pennsylvania in 1952, DMD maintains a corporate registration in that state.

    In 1972 DMD applied for and received from IRS its tax-exempt status and in 1973 applied for and established a Group Exemption for all of its registered chapters.

    Within the text that follows, the word “chapter” applies equally to stand-alone chapters and to co-chapters within the DMD charter given to an education institution.  Establishment of either is subject to the procedures and guidelines administered by Central Office on behalf of the Society.

    Dissolution of a chapter is controlled by Article XIV of the Chapter Bylaws.  The relevant Article is quoted here:

    Upon dissolution of the chapter, or withdrawal of its charter by the National Chapter, all assets of the Chapter remaining after all liabilities have been paid, all materials bearing the Delta Mu Delta insignia, and all books and records of the chapter, shall be sent to the Central Office and become the property of Delta Mu Delta.

    Every established USA chapter is registered with IRS by Central Office with its individual FEIN under the Society’s Group Code.  All chapters are registered with the address of Central Office which handles any and all tax correspondence for chapters within our Group.

    Lifetime membership is in the Society, not the chapter and most chapters have no annual dues.  If they do, the latter becomes chapter income.  Likewise any funds collected for events or regalia (whether sold at cost or marked up) are chapter income.  Chapter income is subject to the local test of $25,000, soon to be raised by IRS to $50,000.  To date, no chapter has ever been required to file its own 990.

    Annually, the Society files a 990 (available on the web) with IRS after the close of our fiscal year that recognizes all Society income, which includes all life-time membership fees collected by the chapters as agents of the Society and remitted to Central Office.

    Annually, due 90 days before the end of our fiscal year, the Society files a Group Annual Report (web availability unknown) to the IRS that lists all active chapters, reporting any chapters no longer included under the umbrella of our Group Code and listing any additions not contained in the report that IRS submits to DMD for audit.

    Annually, all chapters are required to file both an Annual Report and a Financial Statement with Central Office – failure to do so can result in the chapter becoming deactivated.

    Annually, the Society files individual 990-N’s for every chapter within its Group Code.

    IRS has shown no interest in chapters outside of the USA and its territories, so such chapters, while considered part of our Society, are not included in the IRS Group Report.

    Any questions may be sent to the Executive Director:  dmd@deltamudelta.org

  • Opening an Account

    Ever since financial institutions ( “banks”) struggled to comply with the Patriot Act, internal policies for opening a checking account have gotten more complex and very non-standard. To assist you in this endeavor, we cover the super-set of all the various permutations that we have encountered and separated them into what is most likely and where & how to deal with the unlikely.

    Standard: You will be asked for a picture ID and possibly further proof of your identity. You will know how to deal with the personal side, so we will address the professional side in your role as the Chapter Faculty Adviser or FA.

    A copy of your FA Appointment Letter and Certificate which confirms your role as FA. With the IRS form showing the assignment of the chapter’s FEIN you received a second Letter of Authority which explicitly states that you have the authority to open and close an account in the name of Delta Mu Delta Honor Society. Some banks will stop here. Also bring a copy of our Financial Institution Introduction Letter. – Link

    For further details, bring a copy of the web link to this page. You might get a bank executive to access one of the following from his or her work station and then be satisfied.

    You may be asked for a copy of your Chapter Bylaws. You should have recently updated them and provided a copy to Central Office for approval. If you need a copy, ask Central Office. It includes the FA’s authority to deal with opening and closing accounts. Refer them to Article II, Section 3. – Template

    You may be asked for proof that DMD has the 1973 letter from IRS granting our 501(c)3) exemption status as a Non-Profit Corporation. It’s on our web site – Link

    You may be asked for proof that Delta Mu Delta became a corporation in 1952. This can be verified by going to the web site for the Commonwealth of Pennsylvania and supplying DMD’s legal name “Delta Mu Delta Honor Society” – Link

    Each active U.S. chapter is a subordinate of our IRS Group Code for which Central Office assumes responsibility. We apply to IRS for the chapter’s FEIN at its inception, provide our address as the administrative address for the chapter, and we report the required 990-N for each chapter to IRS each year. Also, Delta Mu Delta is required to submit an Annual Report of all active chapters within our Group Code.

    Links:

    For additional assistance on something not covered here, contact Central Office.